NCAUR_Statement_of_Work_5-12_15.docx

Background

The National Center for Agricultural Utilization Research (NCAUR) is a research center of the Agricultural Research Service (ARS), United States Department of Agriculture (USDA).

The mission of NCAUR is to invent new industrial and food products from agricultural commodities, develop new technologies to improve environmental quality, and provide technical support to Federal regulatory and action agencies. As the designated lead technology transfer facility for the USDA, NCAUR maintains a mixed portfolio of interdisciplinary science ranging from fundamental to applied research. Microorganisms and/or their enzymes are being developed to transform raw agricultural materials to commercially valuable products such as food additives, fuels, cosmetics, and industrial lubricants. Processing technologies which include extrusion, jet cooking, high pressure reactions, and supercritical extraction are being used to make new value-added products such as biodegradable plastics, edible films, printing inks, novel flavors, and pigments. Modern biotechnology tools are being used to produce new products for many industrial uses, improved food quality, and better human nutrition. Novel techniques are also being used to control agricultural pests which decrease crop yields, pose health hazards, and limit exports for American crops in world trade.

The majority of this research is conducted in the main building within three laboratory wings. The original building was constructed in 1940, an additional research wing was constructed 1967, and a greenhouse was constructed in 1984. There has been an ongoing renovation effort throughout the facility.

This Location supports the USDA Business Service Centers, Headquarters staff, and the Midwest Area Office of the Director (MWA). The USDA Business Service Centers are responsible for the Administrative and Financial Management (AFM) for Area offices.

1.0 Performance Work Statement

Attachment – Maps Attachment – Government Furnished Property Exhibit– Material Details

The Performance Work Statement (PWS) describes the services expected to provide the full range of operational and maintenance support (O&M) at the National Center for Agricultural Utilization Research (NCAUR). The PWS is intended to describe the minimum level of facility services and preventative and predictive maintenance required to create a clean, functional, healthy, safe, comfortable, and aesthetically pleasing physical environment for staff and visitors. The Contractor must complete all efforts within the PWS in the most effective and efficient manner to support the NCAUR. These services must be provided to the entire facility infrastructure and utilities. Maps and floor plans for the NCAUR are contained in Attachment – Maps.

The Contractor must provide labor, supervision, tools, equipment, parts, and materials, unless noted otherwise in this PWS, to support the NCAUR mission twenty four hours per day, for the full calendar year, on an uninterrupted basis. The Contractor must perform the PWS with the intention of minimizing Government disruption and maximizing customer service. NCAUR normal business hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays as listed below and other day(s) designated by Federal statute, Executive Order or Presidential Proclamation. Normal occupancy hours are from 6:00 a.m. – 6:00 p.m., Monday through Friday, excluding Federal holidays.

The Government reserves the right to close the facilities due to weather conditions, safety and health emergencies, and any day designated by Federal statute, Executive Order, or Presidential Proclamation. Contractor personnel may be required to remain on duty to maintain the facility in the event the facility closes. The Contractor must change the phone messaging system in the event the facility closes due to these unforeseen conditions.

These listed dates are observed Government holidays when the Facility is closed:

When any observed holiday falls on a Saturday, the preceding Friday is observed. When any holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel will not be cause for additional compensation for Contract personnel except as set forth within the contract.

All Contractor services have a potential to impact Government personnel, Government services, and Government research programs; therefore, the Contractor must coordinate contract execution with lab and office personnel, onsite facility management team, ancillary Government contractors, and the Administrative Contracting Officer (ACO). While the ACO is the primary Government official for this PWS, the Government requires that the Contractor notify the ACO, Facility Engineer (FE), Quality Assurance Specialist (QAS), and affected personnel at least forty eight hours prior to any planned interruption of utilities/services. The ACO reserves the right to change work priorities and make scheduling changes. Routine work described herein as Preventative Maintenance (PM), Corrective Maintenance (CM), and Common Tasks (CT), whether performed within or outside of normal NCAUR occupancy hours, is considered to be within the base contract and under SCA labor rates.

1.1 Contractor Responsibility

Attachment– Listing of Applicable Codes, Regulations and Documents Submittal – Business Continuity Plan

The Contractor must perform work utilizing the Department of Labor’s Service Contract Act Directory of Occupations. Further, work must adhere to accepted methods and techniques of the disciplines, Federal, State, Local regulations/codes, technical specifications, manufacturer’s guidelines, USDA and ARS directives, and the NCAUR policies and procedures. The Contractor must perform all related services necessary to ensure adherence to the PWS through their direct oversight and management of quality control, financial control, and resource management functions. The Contractor must develop and maintain a Business Continuity Plan (BCP) to ensure Contract requirements are met when the USDA NCAUR and its occupants are operating under their Continuity of Operations Plan (COOP). The BCP must be submitted to the Center’s Safety Manager by the end of the contract transition, reviewed annually, and updated as needed to remain current.

The ACO requires a two week advance written notice for any planned absence of onsite key personnel which exceeds five consecutive workdays. Key personnel absent longer than two weeks must have a full-time onsite replacement approved by the ACO.

1.1.1 Contractor Transition

Submittal–Transition of Contract Execution Submittal - Facility Deficiency Report Submittal - Contractor Staffing Plan

At the end of the contract, the incumbent Contractor must provide onsite PWS assistance to the incoming Contractor for a period of 30 calendar days to effect a smooth and orderly transition between contracts. The incoming Contractor must submit a Contractor Staffing Plan during the transition period. During these 30 calendar days, the incoming Contractor is allowed to shadow, hire, and learn the PWS. On day 31, the incoming Contractor assumes full responsibility for the PWS.

The incoming contractor must utilize the 30 days to complete transition work which includes completing an inventory of Government Furnished Property (GFP), inspecting the facilities, and transitioning of records. The incoming Contractor must document and submit any facility deficiencies in a Facility Deficiency Report to the ACO to allow the incumbent contractor time to address any deficiencies prior to termination of the current contract.

The incumbent Contractor must assure the PWS obligations are met by the last day of the contract and remove their owned belongings from the Government-furnished spaces by 4:30 p.m. on the last day of the contract.

1.2 Compliance

The Contractor is solely liable for fines, penalties, and financial obligations associated with enforcement, removal, corrective, and abatement actions when the Contractor is found non-compliant with any Federal laws, State laws, Local statutes, regulations, applicable codes, and standards, regardless of intent. The Contractor is responsible for any latent defect caused while performing work within this PWS.

The Contractor has sole liability for abatement and cost of abatement to any release of hazardous substance to air, soil, or water resulting from its own or its subcontractor’s actions. In the event the Contractor or their subcontractor is removed from the duties at the facility, the Contractor shall also be responsible for latent defects caused while performing tasks while on property.

NCAUR retains the right to initiate abatement and remediation actions for which the Contractor must reimburse all associated expenses.

1.3 Contractor Employee Competency and Conduct

All Contractor employees are expected to adhere to standards of competency, conduct appearance, stewardship, and integrity. The Contractor must provide staffing and training of their employees to ensure they can sufficiently perform the management, operational, and quality control functions required within this PWS. This includes continuing education pertaining to improvements to the building, installation of new equipment, health and safety training, environmental and shipping requirements, and pertinent regulations.

The Contractor is responsible for all matters pertaining to the employment, supervision, compensation, promotion, discharge, and discipline of their employees. The ACO or COR may require dismissal from work of any employee who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the facility and its occupants. Each employee of the Contractor must be a citizen of the United States.

1.3.1 Contractor Employee Clearance

The Contractor must submit to the ACO a completed NEIS PII Sheet with attachments (OF 306, Resume and Fingerprints) for each employee no later than 10 business days before the start of the initial period of performance in accordance with the HSPD 12 directive. ARS staff at NCAUR can fingerprint prospective appointees. All new hires that work in USDA facilities requires favorably adjudicated fingerprints before starting employment (allow 10 business days lead time). Information on HSPD 12 can be found at the http://hspd12.usda.gov website.

1.3.2 Certifications and Licenses

Submittal – Certifications and Licenses The Contractor employees must possess all the requisite training and certifications for journey-level status/skills including, but not limited to, stationary engineer, electrician, plumber, refrigeration refrigerant recovery and recycling, underground storage tank operator(s), asbestos supervisory and awareness, lead-based paint awareness, and powered industrial truck operators. Certificates and licenses must be submitted to the Administrative Contracting Officer (ACO) prior to commencement of services. The Contractor must update all licenses and certifications prior to their expiration.

1.5 Safety Data Sheets for Contractor Materials

The Contractor must provide the Center Safety Manager the Safety Data Sheets (SDS’s) for all hazardous and bio-based materials prior to requisition, delivery, and use by the Contractor and its subcontractors.

1.6 Safety, Training, Use of Protective Equipment, and Medical Exams

The Contractor must conduct function specific training to comply with Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), Illinois Environmental Protection Agency (IEPA), Illinois Department of Public Health (IDPH), Illinois State Fire Marshall (ISFM), Department of Transportation (DOT), International Civil Aviation Organization (ICAO), and the Illinois Department of Professional Regulation (IDPR) training requirements. The Contractor must provide employee oversight and appropriate medical exams as regulations require to ensure the safety of people and the environment. The Contractor employees must participate in required Agency and Facility training. The Government will provide all Contractor employees the NCAUR Safety, Health, and Environmental Management initial 6 hour course and annual refresher training courses for working around restricted research areas.

The Contractor must develop and implement an environmental, health and safety program for their employees. This program must include, but is not limited to, the following topics: accident prevention, affirmative procurement, asbestos awareness, asbestos site supervisor, powered industrial trucks, blood-borne pathogens, compressed gasses and compressed gas cylinders, confined spaces, electrical hazards/Arc flash, emergency eyewashes and safety showers, environmental management system, fall protection, fire extinguisher (hands-on), hazard communication, hazardous conditions, hazardous spill response and clean-up, hot work, high risk activities, job hazard analysis, lead awareness, lockout/tagout, machine guarding, materials handling (certification), obstructions, personal protective equipment, ozone depleting substances, scaffolding, storage, temporary construction barriers, and welding/cutting/burning.

The Contractor must provide their subcontractors a site-specific safety and security orientation to qualify their subcontractor’s performance and ensure their subcontracts adhere to the requirements of this PWS and all applicable regulations.

1.7 Asbestos Awareness and Site Supervisor License

Submittal – Asbestos Site Supervisor License(s)

The Contractor shall provide a Licensed Asbestos Supervisor to oversee abatement in accordance with State and Federal legislation. Contractor shall also provide trained personnel, facilities, and the equipment necessary to perform minor removal, encapsulation, and repair of asbestos containing materials (ACM), potentially asbestos containing materials (PACM) present (mastic, floor tile, textured ceiling, HVAC units, pipe insulation, transite, roofing, benches, and gasketing materials). The Contractor shall perform work with asbestos at limits below the Illinois Department of Public Health (IDPH) as referenced in abatement reporting thresholds. Projects exceeding IDPH thresholds will be subcontracted per Government Contract.

Upon discovery of ACM or PACM, the Contractor shall notify the ACO upon discovery of damaged ACM utilizing the Asbestos Removal Form from the Contractor’s Asbestos Removal Program; notify Government regulatory agencies for asbestos abatement activities of maintenance, renovation and demolition projects; and provide copies of notification and permits to the ACO. The Contractor must perform emergency abatement under ACO verbal approval. All abatement records must be submitted to the ACO upon request.

1.7.1 Bloodborne Pathogens Program

The Contractor must develop and maintain an Exposure Control Program fully compliant with OSHA (29 CFR 1910.1030).

1.7.2 Confined Space

The Contractor must manage their OSHA confined space program, training, equipment, and supplies, for work conducted in a confined space.

1.7.3 CPR/First Aid

The Contractor must provide employees working in security and the electrical trade to first aid/CPR/first aid certifications prior to commencing work. The Government will provide the Contractor refresher CPR/First Aid refresher training which includes a Bloodborne Pathogens refresher program.

1.7.4 Emergency Response Program

The Contractor must maintain their emergency response program and must provide their employees the necessary training, equipment, and supplies. The Contractor’s emergency response program must include, but is not limited to: responses to alarms, medical issues, fires, security incidents, vandalism, public disturbance, sit-ins, stand-ins, break-ins, threats, and workplace violence.

1.7.5 Fall Protection

The Contractor must manage their own OSHA fall protection program and provide their employees training, equipment, and supplies.

1.7.6 Hazardous Materials Response

The Contractor must manage their OSHA hazardous materials response and spill mitigation program and must provide their employees the necessary training, equipment, and supplies for a proper spill response. The Government is only responsible for research related spill response.

1.7.7 Hazard Communication Program

The Contractor must manage their OSHA hazard communication program and provide their employees with training, equipment, and supplies for properly communicating job hazards.

In addition to the Contractor’s Hazard Communication Program, new Contractor employees must attend Government New Employee Orientation Training, facilitated by the Government. The Government’s New Employee Orientation Training is approximately 6 hours in duration. The Government also provides annual refresher training, which is approximately an hour in duration, all Contractor employees must attend.

1.7.8 Hot Work

The Contractor must maintain their own OSHA hot work program and must provide their employees the necessary training, equipment, and supplies for hot work to be completed properly.

1.7.9 Ladders and Scaffolds

The Contractor must manage their OSHA ladder and scaffold program and provide their employees the necessary training, equipment, and supplies to safely use ladders and scaffolds.

1.7.10 Lead Awareness

The Contractor must manage their OSHA lead awareness program and provide their employees the necessary training, equipment, and supplies to safely work with lead.

1.7.11 Lockout-Tagout

The Contractor must maintain their OSHA lockout/tagout program, and must provide their employees the necessary training, equipment, and supplies for proper lockout/tagout. When multiple staff or contractors are working on different parts of a larger system, group lockout/tagout is required and must be managed by the controlling employer.

1.7.12 Machine Guarding

The Contractor must manage their OSHA machine guarding program and provide their employees training, equipment, and supplies.

1.7.13 Medical Exams

Submittal – Medical Clearance for Respirator Users

The Contractor must evaluate their employees work activities and provide work related medical exams and medical clearances for their employees when needed.

The Contractor must maintain their own respiratory protection program and must provide their employees the necessary training, equipment, and supplies. The Contractor may coordinate respirator fit testing by the Government.

1.7.14 Personnel Protective Equipment and First Aid Supplies

The Contractor must manage their OSHA personnel protective equipment program and provide their employees training, equipment, and supplies.

1.7.15 Powered Industrial Trucks

The Contractor must manage their OSHA powered industrial truck program and provide their employees training, certification, equipment, and supplies necessary to utilize the covered devices.

The Government reserves the right to supply its own certified individuals and utilize the Government owned material handling devices. The Contractor must coordinate the use of Government owned material handling devices.

1.7.16 Resource Conservation Recovery Act (RCRA)

The Contractor must adhere to the NCAUR Safety, Health, and Environmental Management Program for disposal of universal and hazardous waste. Contractor employees generating RCRA wastes at NCAUR must attend annual training. This training seminar is approximately one hour in duration. The Government will dispose of universal and hazardous wastes generated by the Contractor within the performance of Government work at the NCAUR in Peoria, IL.

1.8 Reports for Government Use

The contractor may be requested to generate and provide specific reports to the Government, or a portion of a report, with a turn-around time as little as four hours.

1.9 Government Furnished Space and Furniture for Contractor

Report Required – Annual Safety Inspection of Government Furnished Space Attachment – Government Furnished Space for Contractor Attachment – ARS Inspection Checklist

The Government will provide designated space in the building for shops and the storage of an inventory of supplies and equipment necessary to execute this PWS. Any existing equipment within the Government space provided to the Contractor may be used by the Contractor during the term of the contract solely for the execution of this PWS. The provided space, furniture, and the furnishings therein, must be kept neat and clean and returned to the Government at the expiration of the contract in reasonably the same condition as the time of entering the contract. The Contractor must inspect and maintain Contractor Occupied Spaces to industry standards, the ARS Safety, Health and Environmental Management Program Manual 230M, and the NCAUR Safety Manual. The Contractor must complete the ARS Inspection Checklist for Contractor spaces annually.

Government Furnished Space, furniture, and furnishings must be used for official business only in the performance of this contract. The Government will supply landline telephones and Internet connections. All Government furnished space, furniture, and furnishings are reserved for the execution of this PWS.

The Contractor may request additional Government excess furniture. If the Government does not have excess furniture available suitable for the Contractor’s use, the Contractor may procure furniture and furnishings at their expense and discretion.

1.10 Available Government Furnished Property and Material (GFPM) Attachment – Available Government Furnished Property Report Required – Annual Accountable Property Inventory Report Required – Annual Government Provided Equipment Inventory

The Government may provide to the Contractor expendable Government Furnished Property and Material (GFPM). GFPM may be used to augment the Contractor's established inventory, but would not alone constitute an adequate or comprehensive inventory of supplies. All utilized GFPM must be replaced by the Contractor with material of equal or greater quality than initially provided, and the replacement(s) will become the property of the U. S. Government. GFPM is provided “as-is”. The Contractor must notify the ACO of all damaged and non-functioning GFPM prior to disposal.

The Contractor must maintain physical security and storage of the GFPM and must assume full replacement price or repair cost of GFPM which may become damaged, lost, destroyed, or stolen. Repair or replacement of GFPM, including tools, equipment, and keys, due to normal wear and tear must conform to PWS 2.3.

GFPM is classified in the following manner:

1. Government Accountable Property (GAP) found in Attachment A.1.7 – Available Government Furnished Property are defined in ARS P&P 221.1M. GAP includes property with an acquisition cost of $5000.00 or more, all leased property regardless of cost and any item with an acquisition cost of less than $5000.00 but determined “sensitive.” The Government is responsible for replacement costs, unless the property is being replaced as a result of Contractor negligence.

2. Supplies and materials are consumables purchased for the execution of this PWS. The Government has a stockpile of supplies, and materials available for Contractor to use at NCAUR; likewise, once the Contractor purchases supplies and materials which are incorporated into the facility either by utility connection, fastened to the structure, or are otherwise accounted for by receiving, become Government property and are referred to as GFPM. GFPM is considered incorporated into this PWS regardless of whether the Contractor allocates this expense as a direct or indirect cost of completing this PWS. Unless otherwise identified in this PWS, the Government will not replenish supplies, and materials.

3. Tools and equipment below GAP limits are GFPM. Contractor repair or replacement of GFPM due to normal wear and tear must conform to PWS 2.3. Tools and equipment are identified in Attachment – Tools and Equipment, and includes items such as lawn mowers, lawn tractors, and hand trucks.

4. Expendable GFPM are expensed equipment, parts, and tools which includes, but are not limited to, wrenches, screw drivers, ratchets, battery operated drills, pliers, cutting tools (saw blades, drills, and end mills), and torches. These are purchased for general use and a purchase value of $500 or less. The Contractor is responsible for the replacement cost of expendable GFPM as needed for the performance of this PWS.

2.0 Resource Management

Report Required – Weekly Scheduled Work Report Required – Weekly Backlog and Out-of-Service Report Report Required – Monthly Work Activities Report Required – Daily Trouble Call Log

The Contractor must manage their resources, including their personnel, subcontractors, contractor acquired property and GFP, to execute the PWS. The Contractor must provide individual, electronic, and telephonic points of contact during normal business hours to receive, prioritize, and review Government customer work requests. The Contractor must seek customer clarification of vague work requests. After normal business hours, Security must be available by Government radio at all times to receive customer work requests.

Work must adhere to best accepted practices of the discipline, Federal, State, Local regulations/codes, technical specification, manufacturer’s guidelines, USDA and ARS directives, and the NCAUR policies and procedures. All repair/maintenance work will return the equipment/structure to original or better condition. Replacement materials must be equal to, or better than, the original. All work performed must include adequate protection of the facilities resources.

2.1 Work Management System (WMS)

The Government will provide and the Contractor must use the automated work management system (WMS) to submit, prioritize, and track requests to monitor the execution of the PWS. The WMS is intended to accurately maintain all O&M records including, but not limited to, scheduled work dates, work completion dates, descriptions of work performed, craftsmen type, employees time expended, materials used, materials cost, equipment and utility identifications, equipment and utility descriptions, equipment and utility locations, craftsmen comments, inventory, and Quality Control activities. Resource management updates to WMS, other than data input, require ACO approval. All updates must be implemented within thirty days of ACO approval. WMS must be available at all times to designated Government personnel.

The Contractor must provide stewardship of, and updates to, the O&M manual library, warranty logs, warranty files, and “As Built Drawings” for all utility and structural changes. The Contractor must provide labor and administrative support for the repair or replacement of items covered by warranty either installed or maintained by the incumbent O&M Contractor.

2.1.2 Government Furnished WMS

The Government furnished WMS is MP2. The Government will provide appropriate licenses, support, and updates throughout this PWS.

2.2 Prioritizing Work

All work must be prioritized as Emergency (Priority 1), Urgent (Priority 2), Precedent (Priority 3), Discretionary (Priority 4), and Deferred (Priority 5).

Priority 1 is assigned to work involving emergencies to life, health, environment, and mission critical conditions including, but not limited to, equipment and instrument alarms and failures. Priority 2 is assigned for corrective work to support the continuous operation of a facility. Priority 3 is assigned to preventative and predictive maintenance activities and scheduled AT’s. Priority 4 is assigned to discretionary work which is not essential. Priority 5 is assigned to work which will be accomplished only when the resources allow.

Priority 1 work must be accomplished at once and without delay. The Contractor must notify the Government with a corrective action plan and must pursue repairs on a continuous basis until completed or otherwise directed by the ACO. The Contractor must designate Priority 1 for any work needed to ensure the protection of critical equipment, facilities, environmental conditions, health, safety, security, ongoing experiments, and research programs. For example, unscheduled utility interruptions require a Priority 1 response.

Priority 2 work needs to be attended to at once and repairs completed within five working days, unless otherwise directed by the ACO. At a minimum, 50 percent of the work requests shall be completed within one working day of receipt. The Contractor must designate Priority 2 for any work which is important, but absence of repairs at once will not jeopardize health, safety, security, ongoing experiments, and research programs.

Priority 3 work must be completed within ten working days. Priority 3 is designated for routine work, additional work, common tasks, and non-emergency Additional Task (AT) proposals. AT proposals must be completed within ten workdays of receipt of the Government approved Statement of Work (SOW). The proposal must define the work activities, deliverables, expectations, and assumptions associated with the project and include: a start date, breakdown of price (including craft and craft hours, material and subcontract price), and a projected completion date. Contractor work must be approved by the Government prior to any work being performed and all work must be completed within 30 workdays after receipt of funding or when granted an extension by the ACO. All materials must be onsite prior to beginning designated Priority 3 work, unless otherwise specified by the FE. Any requested changes to an approved SOW must be submitted to the FE for review and additional funding must be requested.

Additional Tasks (AT) are not part of the routine operations and preventative maintenance support for the NCAUR, but are within this PWS. Additional work originates either by a Government request, or by a CM which exceeds the thresholds set in PWS 2.3. PM’s which exceed the PWS 2.3 thresholds are NOT AT’s because they are identified in the Work Management System (WMS) and are considered routine work. The majority of AT’s are elective minor construction and would be governed by the Davis Bacon Act (DBA). An example of a Service Contract Act (SCA) AT would be having an HVAC Technician troubleshoot a scientific freezer. Any work after normal occupancy hours must be identified and funded at overtime rates (or shift premiums).

When AT work is required, the SOW is either evident in the request, is generated by the Contractor, or is developed by the FE. All SOW’s generated by the Contractor will be reviewed by the FE prior to funding the work. Examples of Government AT requests include, but are not limited to modification of utilities, Government spaces, or scientific equipment repair. The Contractor is to price this work using the Schedule B wage pricing. The proposal will be technically reviewed by the FE and a final proposal will be sent to the requestor’s management unit for funding. Once funded, the AT work must be coordinated with the requestor and completed within the projected time frame.

Corrective work which exceeds the thresholds in PWS 2.3 generally starts when an issue is identified in a PM. The Contractor must immediately notify the Government upon realizing a CM will likely exceed the thresholds so the government can obtain the necessary funds to finance the amount exceeding the thresholds. Once the Contractor has reached either of the PWS 2.3 thresholds, the additional expenses in excess of those thresholds are the responsibility of the government. This is meant to reduce the Contractor's risk to avoid responsibility for "major" repairs. These situations occur infrequently. Hours and materials used up to threshold are considered part of the CM.

2.3 Labor and Replacement Parts and Materials Threshold per Work Order Exhibit – NCAUR Building Standard

The Contractor is responsible for the first thirty two hours of labor and up to $3,000.00 of replacement parts, materials, equipment, and if necessary, subcontract trade and professional services for corrective work per work order. Where corrective work requires labor efforts in excess of 32 hours, or replacement parts, materials, and equipment costing more than $3000 per work order, the Government will cover costs that exceed the thresholds. It is not required that both thresholds are met; the Government will be responsible for labor in excess of thirty two hours and parts or materials in excess of $3,000.00 per work order.

As a Contractor approaches threshold amounts, the Contractor must provide the Government an estimate for Additional Work and the itemized work order documenting spent labor hours, parts used, and material expenses.

Contractor supplied parts and materials must be in accordance with the following order of precedence:

1. Manufacturers’ recommendations and standards

2. National, State and Local Illinois codes

3. NCAUR Building Standard

4. Industry standards

There have been approximately 4-8 corrective work orders annually which exceeded this PWS threshold during the previous five years.

2.4 Contractor Acquired Property, Parts, Supplies, and Materials

The contractor must furnish all necessary equipment needed for the performance of the work within this PWS and is responsible for all utility connections, maintenance, training, replenishment, and restocking required for Contractor Acquired Property, Parts, and Supplies (CAPS). All replacement CAPS must be equal to, or better than, its replacement. CAPS which do not match those originally installed must be approved in writing by the COR. All such equipment must be of the size, type and quality customarily used in work of this kind in a facility of this size and class. Equipment and supplies must be in good working order and must be stored in appropriate areas of the building when not in use and when work is not being performed.

Improvements may be made in the selection of materials utilized while replacing constituent parts of utility systems provided such improvements result in lowered operating costs or improved performance over the projected life of the system. This additional effort exceeding the actual in-kind replacement must be submitted as additional work for Government approval before charges are incurred.

Title to all durable parts and construction material purchased by the Contractor in performance of this contract shall be vested in the USDA, NCAUR occurring at the point of satisfactory incorporation into the facility.

2.4.1 Affirmative Procurement of Bio-based Products

Report Required – Annual Purchase of Bio-based Products

The Contractor must supply and utilize products conforming to the affirmative procurement of Bio-based products under service contracts requirements. The Contractor must utilize products and material made from bio-based materials (e.g., bio-based greases, bio-based hydraulic fluids, and bio-based absorbents) to the maximum extent possible without jeopardizing the intended results or detracting from the overall quality delivered to the end user. Information about this requirement and these products is available at www.biopreferred.gov. The Contractor must comply with the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance,” dated October 5, 2009; EO 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products.

All bio-based supplies and materials furnished in the PWS must be coordinated with and are subject to the approval of the Contracting Officer Representative (COR).

2.5 Support of Government Construction Contracts, Research Staff, and Facility Team

The Contractor must assist with Government issued Construction projects as required by the ACO. The ACO has authority to defer work as necessary. This type of assistance normally includes: locating various utilities (valves, piping, switches, circuit breakers); relocating equipment or components, coordinating shutdowns/facility closures, placing utilities and equipment online and offline; furnishing temporary utilities (water, electric, steam, gas, vacuum, air, drain, water, HVAC); operating material handling devices and powered vehicles.

2.6 Support of Government Furnished Services Via Supplemental Contracts Attachment - Government Furnished Services Via Supplemental Contracts

The Government has supplemental Contracts for scheduled deliveries for dry ice, bulk liquid nitrogen, compressed gases, E85, biodiesel, #2 fuel oil, boiler and cooling tower water treatment chemicals, and laundry. The Contractor must use, manage inventory, and provide supporting labor during the execution of these supplemental Government Contracts. The Government will directly cover the cost of these materials and the Contractor must not include these costs in proposals.

2.7 Quality Control (QC)

Submittal – Quality Control Plan (QCP) Report – Weekly QCP Report

The Contractor must submit a site specific Quality Control Plan (QCP) to the ACO, COR, and FE fifteen (15) days after contract award date. The QCP must demonstrate a clear and distinct understanding and appreciation of the need for quality control and its direct relationship to, and effect upon, operational and functional performance under this PWS. The QCP must address the level, methods, and frequencies of inspections, maintenance standards, as well as the distribution process of all applicable reports, follow-up procedures to correct deficiencies, and the associated time frames involved in correcting noted deficiencies. The QCP must identify responsible managers and supervisors, include the inspection requirements for all PWS activities, methods used to evaluate the requirements, written inspection forms, administrative controls used to correct and prevent deficiencies in QC, and a description of the record retention practices.

The Contractor must conduct Quality Control Program (QC) reviews of all services within the PWS for PM’s, CM’s and CT’s, with a 100% rate of review for AT’s. The Government may request the Contractor QC specific work orders at any time and in addition to the minimum QC review required. The Contractor must submit Weekly QC Inspection Reports to the ACO and COR.

The Contractor must complete QC on all AT’s and Government Quality Assurance (QAS) Observations Reports. The Contractor must enter their QC inspection results into the WMS, noting any corrections necessary in the execution of this PWS and any re-work actions used to correct deficiencies in quality and timeliness. The Contractor must document additional craftsmen hours and material costs associated with QC remedies as QC Rework (QCRW) in the WMS.

When the Contractor’s QC reveals cost saving measures, Government approval is needed prior to implementation, and these cost saving proposals documented within WMS as QCRW.

2.8.0 Government’s Discretionary HVAC Hours

The Contractor must include annually 30 hours dedicated to troubleshooting and repairing portable research HVAC equipment. Example equipment includes repairing a refrigerator, freezer, or incubator.

2.8.1 Government’s Discretionary Electrical Hours

The Contractor must include annually 50 hours dedicated to troubleshooting and repairing portable research equipment. Example repairs include fixing a plug, cord, or light fixture on a portable piece of equipment.

2.8.2 Government’s Discretionary Paint Hours

The Contractor must include annually 200 hours dedicated to preparing and painting surfaces. For example, painting an office or lab would be within the scope of discretionary paint hours.

3.0 Administrative Services

The Contractor must perform a variety of administrative services to support the NCAUR research mission as described.

3.1Bulk Ethanol

The Contractor must inventory, store, and dispense bulk ethanol purchased by the Government and received in 55 gallon drums. The Contractor must label all child containers with the Globally Harmonized System (GHS) labeling and reconcile the barcodes between the parent container and child containers in CISPro Global (see Chemical Inventory Management) and WMS.

3.2 Bulk Liquid Nitrogen

The Contractor must maintain the current inventory of bulk liquid nitrogen purchased by the Government and received by tanker truck.

3.3 Chemical Inventory Management

Report Required – Every-Other-Year Chemical Reconciliation

The Contractor must utilize the Government’s centralized chemical inventory management software program, CISPro Global, to maintain a listing of Government and Contractor chemicals, gases, pesticides/herbicides, and refrigerants to ensure accurate, real-time chemical safety and inventory data from material receipt to disposal. The inventory management must include, but is not limited to: location, quantity, expiration dates, lot numbers, regulatory reporting fields, and Safety Data Sheets. Every other year, the building occupants will complete a Chemical Reconciliation for the materials in their designated spaces.

3.4 Chemical Stockroom

Report Required– Monthly Chemical Stockroom Movement Report Report Required – Annual Chemical Stockroom Inventory Reconciliation

The Contractor must manage the Chemical Stockroom duties from 7:30 a.m. – 4:00 p.m. The Contractor must segregate, store, issue, and replenish chemicals, gases, and dry ice. The Contractor must record the movement of stockroom chemicals in WMS and CISPro Global and submit order requests weekly to the acquisition office or Government vendors. The Contractor must evaluate the Chemical Stockroom inventory and make recommendations to the ACO for changes based upon usage, demand, or obsolescence. The Contractor must maintain a current electronic catalog, posted to the Centerline, of Chemical Stockroom items. Material Data Safety Sheet database, ChemSW MSDS Digital Filing Cabinet, five Videx handheld inventory scanners, one (1) barcode printer (Zebra);

3.5 Conference Rooms

The Contractor must schedule, set-up, tear-down, and arrange furniture, equipment, for the auditorium, conference rooms, and lobby.

3.6 Dry Ice

The Contractor must inventory, store, and replenish dry ice purchased by the Government.

3.7 Emergency Calls

Report Required – Incident Report

The Contractor must receive and respond to all in-house emergency calls using the NCAUR Occupant Emergency Plan 24/7 within the NCAUR Safety Manual and the NCAUR COOP. The Contractor must submit an Incident Report after response.

3.8 Flags

The Contractor must display, at all times, the United States (U.S.) and USDA flags in accordance with USC; Title 36; Chapter 10 (http://uscode.house.gov). Flags remain raised 24/7 and are lighted. The Government will notify the Contractor when the flags are to be lowered to half staff position, as well as length of time before flags are raised, to the full staff position.

The Contractor must maintain an inventory of U.S. and USDA flags. The flags are replaced approximately 4-5 times per year. The dimension for the U.S. flag is 8’ x 12’ and the USDA flag is 5’ x 9’4”.

3.9 Fleet Management

Attachment – Inventory of Government Owned Vehicles (GOV) Report Required – ARS Vehicle Operation Record - ARS-715 Report Required – Annual Vehicle Inspection Checklist (ARS 45)

The Contractor must inspect, maintain, and clean all Government owned vehicles and related equipment as described herein and in accordance with manufacturer’s guidelines and ARS Manual 221.1M.

The Contractor must perform bi-weekly services (i.e. performed a minimum of once every two weeks on each vehicle) including, but not limited to: checking and filling fuel/fluids/tire pressures/fire extinguishers/first aid kits; replacing lamps/fuses/wiper blades; cleaning inside/outside; inspecting for potential problems/defects; charging batteries; performing safety checks to ensure proper operation; and ensuring the engine and other mechanical components are clean.

Prior to proceeding with preventative maintenance and repairs of Government owed vehicles; the Contractor shall received approval from designated Government staff.

Preventative maintenance and repairs of Government owned vehicles must be performed by qualified mechanic. The Government will be responsible for the cost of all preventative maintenance and repairs performed by qualified mechanic. Government credit card (i.e. WEX card) designated for each vehicle must be utilized for payment of the preventative maintenance and repairs. The Contractor must identify qualified mechanic(s) that accept Government credit card. The Contractor must manage, schedule and arrange preventative maintenance and repairs including but not limited to: vehicle pickup, delivery and return. The Contractor must manage and schedule preventative maintenance such that a minimum of 80% of vehicles are available for use by the Government. The Contractor must record all preventative maintenance / repairs performed and expenses incurred in the individual automotive vehicle log book AD-187.

The Contractor must manage issuance / return of vehicles of Government owned vehicles during normal business hours including, but not limited to: removal of van seats upon request, issuing vehicle mileage forms, filing returned vehicle mileage forms, recording mileage data for each vehicle – each trip, issuing vehicle keys and issuing vehicle gas cards.

Upon vehicle return, the Contractor must check and fill fuel and fluids; and must re-install van seats to original configuration (if removal was requested).

3.10 Key Control

The Contractor must follow the building’s key control program. Keys issued to the Contractor, the Contractor’s personnel, or subcontractors must be signed for, and not transferred to other personnel, unless recorded in the key control log. The Contractor is financially liable for the cost of rekeying if keys are lost or not recovered from employees or subcontractors.

The Government will be responsible for the cost of all vehicle preventative maintenance and repairs. The Contractor must arrange for/utilize a Government credit card designated for each vehicle for the cost of repairs.

3.11 Laundry

The Contractor must assist the Government service provider transfer and receive lab garments and linens for laundering.

The Government has a washer and dryer onsite which may be used by the Contractor to launder housekeeping mops and shop towels.

3.12 Lost and Found

The Contractor must receive, secure, store, and notify the building occupants for found belongings. The “lost and found” office is at the main entrance during normal business hours and with Security services after normal business hours.

3.13 Mail Services

Report Required R.3.5 – Monthly Postage Report

The Contractor shall provide incoming and outgoing mail service by USPS, and private carrier services, such as Federal Express or equivalent during NCAUR business hours. The Government will be responsible for the cost of all postage and supplies required to send Government mail.

The Contractor shall sort, deliver, and pick-up mail once daily to the appropriate office or research unit mail cart by 10AM; re-direct displaced or lost mail. Unidentified mail shall be delivered to the ACO unopened for identification; maintain, repair, and operate a postage machine with integral meter and electronic scale; notify AO as needed to avoid running out of postage; deliver express or priority mail to the addressee or their agent within one hour after receipt in the mail room; sort, classify, meter, and complete forms for all outgoing mail, including certified, return receipt, special delivery, overnight, and international delivery; ensure that all metered outgoing USPS mail is ready for pick-up daily on the same day metered, Mail and Packages (Domestic and International)

3.13 Receiving

Report Required – Storeroom Delivery Log

The Contractor must manage the delivery of goods, including but not limited to mail, packages, and freight which contains materials, instruments, equipment, hazardous and non-hazardous items, continuously during normal business hours. The Contractor must accept and record the movement of these items; oversee loading and unloading of goods from trucks and delivery vehicles; inspect and verify incoming goods against their invoices or other documents; record shortages, and reject damaged goods. The Contractor must operate material handling equipment to load, unload, transport and store goods. Contractor must deliver large and/or heavy freight or packages requiring material handling equipment to the intended recipient.

The Contractor must unpack, log, route, and coordinate morning Government customer pick-up and afternoon Contractor delivery of goods to the intended recipient within one day of receipt, unless the material is perishable, radiological, or a controlled substance. The Contractor must refrigerate perishable materials upon receipt and begin coordination of delivery at once to the intended recipient. The Contractor must secure radiological materials and controlled substances, then notify the recipients at once for pick-up or delivery.

3.14 Reception

Report Required – Sign-In Log

The Contractor must greet and direct visitors; issue badges, route telephone calls; answer inquiries regarding scheduled times and dates of training courses, special meetings, and conferences; take messages; receive, secure,…