SAA_PWS_-_SR.docx

PERFORMANCE WORK STATEMENT

OPERATIONS AND MAINTENANCE SUPPORT SERVICES

AT THE

SOUTH ATLANTIC AREA

RESEARCH FACILITIES

RICHARD B. RUSSELL AGRICULTURAL RESEARCH CENTER

Athens, Georgia

U.S. HORTICULTURAL RESEARCH LABORATORY

Fort Pierce, Florida

SOUTHEAST POULTRY RESEARCH LABORATORY

Athens, Georgia

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INDEX

1.0 INTRODUCTION 7

2.0 RICHARD B. RUSSELL AGRICULTURAL RESEARCH CENTER ….…….…15

2.1 WORK MANAGEMENT………………………………………………..………….17

3.0 U.S.HORTICULTURAL RESEARCH LABORATORY, FT. PIERCE, FL

3.1 WORK MANAGEMENT …...………………………………………………………39

3.1.1 General…………………………...…………………….………………………39

3.1.2 Routine Work Response Time……………………………………………..40

3.1.3 Classification of Work……………………………………………………

3.1.4 Priorities………………………………………………………………………..43

3.1.5 Approval of Work………………………………………………….………….43

3.1.6 Specific Requirements…………………………………………...………….44

3.1.7 Quality Control Program…………………………………………………….46

3.1.8 Government-Furnished Property…………………………………………..47

3.1.9 Contractor-Furnished Property……………………………………...…

3.2 MAINTENANCE AND REPAIR OF BUILDING AND STRUCTURE…….…..48

3.2.1 Wood and Non-Wood Items………………………………………………...49

3.2.2 Plumbing and Pipefitting

3.2.3 Heating, Ventilation, Air Conditioning (HVAC), and Refrigeration

3.2.4 Electrical Services…………………………………………………………...52

3.3 SPECIALIZED SERVICES

3.3.1 Generators and Transfer Switches…….………………………….……….54

3.3.2 Water Treatment and Testing……………………………………...……….54

3.3.3 Water Treatment Testing Reports…………………………………...…….55

3.3.4 Cooling Tower Cleaning

3.3.5 Chiller Tube and End Inspection…………………………………………..55

3.3.6 Chiller Tube Inspection and Benchmark Setting……………………….55

3.3.7 Elevator Service ……………………………………………………………56

3.3.8 Fire Alarm

3.3.9 Annual Fire Alarm Drill ……………………………………..………………56

3.3.10 Pest Control………………………………………………………………….56

3.3.11 Roofing System …………………………………………….……………56

3.3.12 Boiler Plant …………………………………………………………………. 57

3.4.1 Hardware and Locksmith Requirements…………………………………59

3.4.2 Facility Key Policy……………………………………………………………59

3.4.3 Moving Equipment, Furniture and Uncrating Pallets…………………..59

3.4.4 Plans and Drawing……………………………………………………………59

3.4.5 Modernization and Outside Contractor Support ……………………….60

3.5 SAFETY…………………………......................…………………………………...60

3.5.1 General …………......………………………………………………………

3.5.2 Natural Disasters…………………………………………………………..…60

3.5.3 Biosecurity at USHRL……………………………………………….……….60

3.5.4 Conservation Policy………………………………………………………….61

3.5.5 Training…………………………………………………………………….…..61

3.5.6 Accident Reports……………………………………………………………..61

3.6 FACILITY DEFICIENCY REPORT …………………………………….………..61

3.7 UTILITIES SERVICES ……..……………………………………………………..61

3.8 TRANSITION OF CONTRACT PERFORMANCE

3.9 ENERGY CONSERVATION

4.0 SOUTHEAST POULTRY RESEARCH LABORATORY, ATHENS, GA …...…63

4.1 WORK MANAGEMENT………………………………………………..………….63

4.10.3 Access Controls and Camera Maintenance at SEPRL ………………….81

Attachments:

1. INTRODUCTION

1.1 Background

The South Atlantic Area Locations, hereinafter referred to as the Centers, are part of the United States Department of Agriculture (USDA), Agricultural Research Service (ARS). The Centers are two different geographically locations in Athens, GA.

Richard B. Russell Agricultural Research Center (RRC) 950 College Station Road Athens, GA 30605 Southeast Poultry Research Laboratory (SEPRL) 934 College Station Road Athens, GA 30605 U.S. Horticultural Research Laboratory (USHRL) 2001 South Rock Road Ft. Pierce, FL 34945

RRC and SEPRL are located adjacent to the University of Georgia, and adjoining each other.

The missions of the different facilities are listed below.

RRC - The mission at the RRC is twofold; ensuring and improving the safety of food and feed, and ensuring and improving the quality and economic value of food and crops. The core hours of operation are weekdays 7:00 am to 6:00 pm. The building is open 24/7 for research work. Regulatory work is 7 days a week and on holidays.

SEPRL – The mission at SEPRL is research on emerging and exotic infectious poultry diseases and food borne pathogens of people. The laboratory is specially designed and operated to contain highly infectious diseases of poultry where they may be studied safely, posing no threat to the poultry industry or people. Observance of proper personnel procedures, usage of personnel safety equipment and correct design and operation of facilities all contribute to the bio-security and bio-safety of the laboratory. The hours of operation are 7:00 am to 5:00 pm.

USHRL - The U.S. Horticultural Research Laboratory (USHRL) is state of the art facility sited on 18 acres contiguous with the University of Florida’s Indian River Research and Education Center. A farm located on Picos Road is associated with the laboratory making a total acreage of 338 acres. The laboratory has a staff of over 200 including 24 research scientists. The USHRL is a standalone complex that consists of approximately 97,000 square feet of complex laboratories and office space, over 55,000 square feet of head house and greenhouse space, and over 20,000 square feet of complex supporting system structures.

The mission of the laboratory as follows:

· Develop new control methods for existing and emerging insect pests of sub tropical crops.

· Conduct physiological, biological and pathological research on post-harvest problems of fresh produce and processed products.

· Develop new citrus scion and rootstock varieties that have enhanced tolerance/resistance to environmental stresses, diseases and pests, and improved fruit quality and yield.

· Conduct research on plant pathogens of sub tropical crops to improve crop production.

· Develop solutions to environmental stresses that cause production loses.

· Develop alternatives to methyl bromide fumigation.

· Conduct research to improve water quality and water conservation in relation to horticultural production.

The majority of this research is conducted in the main building and in the insectary building. The current facility was designed by Reynolds, Smith, and Hills Inc. (Jacksonville, FL) and was constructed by C.R. Klewin Inc. (Riviera, Fl) in 1999. There has been an ongoing renovation effort throughout the facility.

The laboratory has an excellent working relationship with various agricultural industries, University of Florida, Smithsonian Marine Station, Indian River State College, St. Lucie County School District, Florida Atlantic University, Harbor Branch Oceanographic Institution, Torrey Pines Institute of Molecular Studies, Vaccine and Gene Therapy Institute and Keiser University. Many of the laboratory’s professional staff hold adjunct appointments with the institutions and participate in training students.

1.2 General Statement of Work

This performance work statement (PWS) specifies services required to provide the full range of operational and maintenance support to the Centers. These services shall be provided to the entire complex. The Contractor shall provide all labor, supervision, equipment, and materials, except those specified as Government-furnished, to provide facilities operations, maintenance, administrative, security, energy conservation program and safety support services to the USDA ARS South Atlantic Area locations.

Facilities operations and maintenance functions include but are not limited to the areas of work management, preventive maintenance, building maintenance, alteration and repair, ground maintenance, heating ventilation air conditioning and refrigeration, electrical, housekeeping, safety, security and administrative services.

The Contractor shall perform all work described in this performance work statement in accordance with all Federal, State, and local laws, regulations, codes and USDA and ARS directives, as applicable. The Contractor shall perform all related services necessary to carry out the provisions of this contract, including quality control, financial control, maintenance of accurate and complete records, files and libraries of documents to include Federal, State, local regulations, codes, laws, technical manuals, warranties and manufacturers’ instructions and recommendations. The Contractor shall be familiar with the ARS Policy and Procedures 242.8 ARS Facility Operations and Maintenance, and prepare to implement and comply with plans resulting from the phased facility survey and data collection process. The Contractor shall prepare and provide required reports, compile historical data, perform administrative work, and submit any necessary information, as specified in this contract. Such functions are in direct support of the research mission of the Centers. Each Contractor employee shall adhere to standards of conduct, competency, appearance, and integrity that reflect credit to the employee, the Contractor, and the Government.

1.2.1 USHRL General Information

Services are required twenty four hours per day, 365 (or 366) days per year, on an uninterrupted basis. The Contractor shall perform the majority of the work required by this PWS during USHRL normal business hours. The Government reserves the right to close the facilities due to weather conditions, safety, health, or medical emergencies as necessary. Essential Contractor personnel are required to provide services to maintain the facility in the event of adverse weather conditions or emergencies. Any administrative leave granted to Government personnel does not relieve the Contractor of their responsibilities for required services.

USHRL normal business hours are from 7:30 a.m. - 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.

Government personnel observe the listed dates as holidays:

· Any other day designated by Federal statute, Executive Order, or Presidential proclamation.

When any 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 by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract.

Two weeks advance written notice to the Contracting Officer (CO) shall be required for any planned absence from the project of key personnel exceeding five consecutive workdays. An absence exceeding ten working days shall require the appointment of a suitable fulltime replacement with the concurrence of the CO or Contracting Officer Representative (COR).

1.3 Definitions

As used throughout this document and the administration of this contract, the following terms will have the meaning set forth below.

Acceptable Quality Level (AQL). The expected level of performance. Performance that does not meet the AQL shall be rejected by the Government. The AQL for all Additional Work is 100%. The designation of an AQL does not imply, nor shall it be interpreted to mean, that the Contractor has the right to intentionally perform in a defective manner. The Government expects the Contractor to attempt to meet all standards at all times.

Additional Work. Additional work is defined as work within the general scope of the contract, but not specifically described in the PWS. Examples of additional work may include 1) emergency work not included in routine work; 2) equipment maintenance above workload data and not included in routine work; 3) maintenance, alterations and repair of building structures outside the building footprint; 4) moving furniture, relocating offices, and assembling furniture; 5) voice and data cable distribution; 6) mechanic overhauls; 7) cleaning the interior of sewage decontamination tanks; 8) fabrication/modification of boiler plant; 9) replacing HVAC systems; 10) asbestos abatement (other than glove bag abatement which will be considered routine work); and 11) execution of any engineering and planning work. However, engineering and planning involved to develop specifications and estimates for additional work shall be considered routine work. Preventive maintenance for a building used exclusively by one research unit will be considered additional work.

Additional Work Order. A delivery or task order for additional work. Such Orders shall not exceed $25,000 per order.

Additional Work Order Request. Request made by CO or designated Government Official for work or services not considered routine work. The Contractor shall prepare a written Estimate for every such request.

Administrative Contracting Officer (ACO). A person with the authority to enter into, administer, and terminate Additional Work Orders and render Final Decisions on such Orders, and to administer the day-to-day performance of the basic contract.

Alteration. The work required to adjust interior arrangements or exterior characteristics of an existing real property facility.

Biobased Product. A commercial or industrial product (other than food or feed) that utilizes biological products or renewable domestic agricultural (plant, animal, and marine) or forestry materials. Biobased products are designated by the United States Department of Agriculture as a requirement of the Farm Security and Rural Investment Act (2002 Farm Bill), Section 9002. Information can be found on the USDA BioPreferred web site at http://www.biopreferred.gov/?SMSESSION=NO. This term is interpreted to mean content from any country that has a preferential trade agreement with the United States; countries that are signatories to NAFTA and CAFTA, and many developing countries, for example, will have their qualifying biobased products treated the same as U.S. domestic products.

BioPreferredSM. Preference program implemented by Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA or the 2002 Farm Bill) to increase the procurement and use of biobased products by Federal agencies.

Biosecurity. The procedures (including maintenance), equipment and facilities that prevent intentional or unintentional escape of infectious agents from the Centers or introduction of a pathogen from outside to animals housed or plants maintained in the Centers.

Biosafety. Procedures (including maintenance, equipment, and facilities) that prevent intentional and unintentional infection of employees by agents used in research laboratories at the Centers.

Construction. The erection, installation, or assembly of a new facility; the addition, expansion, extension, alteration, conversion, or replacement of an existing facility; or the relocation of a facility from one installation to another within the limits specified in the PWS. This includes equipment installation as part of a facility, related site preparation, excavating filling and landscaping or other land improvement, or upgrading of an existing, single, real property facility.

Continuous Uninterruptible Services. Refers to services in the Performance Work Statement sections 5, 6, 8, and 11 that require 24 hours 7 days a week, uninterrupted operations, including all National and religious holidays.

Contract Discrepancy Report. Written documentation of Contractor non-conformance or lack of performance for contracted work.

Contractor. Refers to both the Prime Contractor and all Subcontractors.

Contractor Furnished Property (CFP). All property and supplies other than Government Furnished Property (GFP), required by the Contractor to perform the specified services of this contract.

Contracting Officer (CO). A Government employee with the authority to enter into and administer contracts and make determinations and findings with respect thereto.

Contracting Officer’s Representative (COR). A liaison between the Contractor and Contracting Officer with the authority to provide clarification, guidance and monitor contractor performance with respect to contract specifications, request corrective action, record and maintain information on contractor performance, which is forwarded to the Procuring Contracting Officer. Has no authority to issue delivery orders, obligate funds or make changes to the contract.

Critical Equipment and Facilities. Those items of equipment and facilities that must operate continuously to support critical missions. Failure of the equipment or facilities may affect the Government mission capabilities, the health and welfare of Government personnel, or damage Government equipment, property, or research programs. Examples include water supplies including DI water, utilities required at animal care facilities, security, boilers, HVAC, fire protection and alarms, generators etc.

Daily. Monday through Friday, except for federal holidays (unless stated otherwise within the narrative that this term is used) Defective Service. A unit of service which contains one or more defects, or nonconformance with specified requirements.

Designated Government Official. Government employee identified by the CO to perform certain tasks listed in the PWS. The designated Government official will vary, depending on the requirement. Identification of the designated Government official will be provided in writing by the CO; such identification may be by name or may be by position.

Designated Products. Products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose; generally these are materials recovered from solid waste. Products listed in the Environmental Protection Agency’s Comprehensive Procurement Guidelines as “designated products” can be found at http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm and selecting PRODUCTS.

Emergency. Generally calls will be classified as an emergency where the work consists of correcting failure which constitutes an immediate danger to personnel, threaten to damage government property or disrupt activity operation and mission of the facility (examples: water line breaks, gas leaks, major roof leaks, overflowing drains, electrical defects causing danger or outages etc.).

Emergency Management Team. Applicable only to USHRL. Emergency action committee which consists of three Research Leaders, Safety Officer, Administrative Officer, Facility Manager and Maintenance Contract Supervisor. This committee meets at least twice per year in preparation for each impending hurricane season and as required afterward.

Environmentally Friendly (or Preferable) Products. See “Designated Products.”

Estimate. Proposal provided by the Contractor containing the technical approach (including specifications, drawings, materials, subcontracts, labor effort, and performance period) and pricing for accomplishing Additional Work Orders.

Government Furnished Property (GFP). All Government facilities, property, and supplies provided to the Contractor to be used and/or expended by the Contractor carrying out responsibilities set forth in this contract. See Attachment A-1 for equipment and Attachment A-2 for space (all service building shop space and other space identified in the report).

Industry Standards. Practices, procedures, or standards that are common within an industry or trade and which a reasonable and prudent person knowledgeable of that industry or trade would find acceptable as a measure of quality or acceptable procedure; and which may or may not be defined in writing. May also be referred to as "standard commercial procedures" or "standard industry procedures."

Intentional or Negligent Defective Performance. Performance which is rendered by the Contractor under circumstances where the Contractor knows or should have known that its action or inaction would result in defective performance.

Location. The name of the organizational unit at which the services are to be performed.

Maintenance. Recurring day-to-day, periodic, scheduled or unscheduled work required to preserve or restore a piece of equipment, a system, or a real property facility to such condition that it may be effectively utilized for its designated purpose. Includes preventive maintenance and remedial maintenance.

Maintenance Service Work. Work which does not involve alterations or repair and which is subject to the provisions of the Service Contract Act and the prevailing maintenance service wage rates in the area where service is performed.

Manufacturers’ Recommendations and Standards. Procedures recommended by the manufacturer which provides the most effective maintenance or best use, which shall preserve warranty rights, if available.

Non-process Equipment. Non-scientific equipment used throughout laboratories, support areas, and administrative areas. This category includes, but is not limited to, facility support equipment and machinery (such as refrigerators, shop machinery and equipment).

Operational Support. The providing of all services other than maintenance and craft shop services in accordance with applicable statutes, regulations, and standards as are herein prescribed, and in such a manner that programs are allowed to function at optimum levels (for example, operating the utility plants).

Operator Checks and Services. Routine inspections of and services to plant and equipment performed by the operator as a standard part of the operation of the plant or equipment; while similar to preventive maintenance, it is not included in the definition of preventive maintenance.

Performance Period. The period immediately following the phase-in period, during which the Contractor shall have full responsibility for carrying out all of the technical requirements of this Performance Work Statement.

Performance Requirements Summary (PRS). Identification of key performance indicators and acceptable quality levels (AQL) of the service to be performed under this contract, and which will be evaluated by the Government to assure that contract performance standards are met by the Contractor. The PRS identifies those requirements where performance is quantifiable and where if defective performance is not rectified within the stated minimum correction time results in deductions from monies paid to the Contractor.

Performance Work Statement (PWS). Description of the work to be performed, in performance-based terms, focusing on results or outputs.

Physical Security. Those actions taken to preserve property from loss or damage; ensuring contractor and government employees’ safety by ensuring buildings are locked and fences are secured to prevent entrance.

Postconsumer Material. A material or finished product that has served its intended use and has been diverted or recovered from waste destined for disposal, having completed its life as a consumer item. Postconsumer materials are part of the broader category of recovered materials.

Preventive and Remedial Maintenance. Scheduled and unscheduled repairs of equipment, systems, and buildings. These may occur at any time and depending on the impact on critical systems may require immediate repairs. The Contractor shall have an overall response plan that incorporates personnel notification lists, and response action for all utility systems failures and other major failures which may occur.

Preventive Maintenance (PM). Scheduled checks and services to ensure good operating conditions in accordance with manufacturers’ standards and warranties.

Procuring Contracting Officer (PCO). The Contracting Officer awarding this contract.

Quality Assurance. The actions taken by the Government to assure services meet the requirements of the contract.

Quality Control. Those actions taken by the Contractor to control the quality of services to meet the requirements of this PWS.

Quality Control Plan. A document which identifies all measures taken by the Contractor to ensure that the quality of service shall meet the contract requirements regarding timeliness, accuracy, appearance, completeness, consistency, and conformity to appropriate standards and/or specifications. It includes, but is not limited to, a written set of self-inspection checklists developed by the Contractor which comprehensively detects variations from the contract requirements; recording of work data; trend analysis; feedback and control systems for correcting deficiencies; and the necessary documentation to record findings. The Quality Control System used to implement the plan shall be automated using current computer aided techniques that are compatible with existing on-site Government systems.

Recovered Materials. Waste materials and byproducts that have been recovered or diverted from solid waste, but not including materials and byproducts generated from, and commonly reused within, an original manufacturing process.

Remedial Maintenance. Repair of buildings and structures and their installed equipment, utility systems, and process and nonprocess equipment, in accordance with manufacturers, recommendations or standards within the industry, to restore it to its proper operating condition. This term may be used interchangeably with "repair."

Repair. Restoration of a piece of equipment, a system, or a real property facility to such condition that it may be effectively utilized for its designated purposes. Repair may include overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance.

Response Time. The time required to dispatch a worker to begin work to correct or repair an emergency condition or to meet a required time frame.

Routine Work. Any single element of work, other than Preventive Maintenance, Additional Work or other work specifically required by this contract, that can be performed, within scope, with less than $1500.00 in material costs, less than 40 craft hours using existing staff, and does not require a subcontractor. Repairs on sytems with required maintenance agreements for elevators, fire alarm, fire sprinkler, access systems are routine work.

Routine Work Order. Order issued to perform work falling within the scope of this contract. Routine work orders may be issued by the Contractor’s personnel for scheduling and workload purposes, or by the CO or designated Government official.

Shall. The word specifying that the requirement is binding to the contractor.

Shop Services. Those repetitive, craftsman-type services to satisfy the full spectrum of daily operational needs of research, research support, and administrative programs (including, but not limited to, fabrication, alteration, and modification of prototype devices, equipment, and instruments; fabrication of special safety equipment; remanufacture of shafts and parts no longer commercially available; and minor demolition and removal of abandoned equipment).

Standard. An acknowledged measure of comparison.

System. Includes all of the mechanical and electrical equipment; supporting structures; pneumatic, electrical and mechanical types of controls; and auxiliary equipment required to provide a specific function or output.

Stock Level. The normal operating quantity maintained in the Contractor stock to support the maintenance operation. This quantity will be used as a guide when reordering spare parts or material.

Stock Re-order Point. The established quantity of a spare part or material that allows for the time of purchasing and delivery of the items to ensure a constant supply of the item.

Stock Minimum Level. The minimum quantity of a spare part or material maintained in stock at which a risk of running out of that item is high. Action should be taken to purchase or expedite delivery of the item.

Technical Inspector (TI). A Government employee with the authority to identify technical requirements, monitor and inspect work requirements of the PWS, request corrective action, record and maintain information on contractor performance, which is forwarded to the CO or CO through the COR.

Transitional Work. Evaluation of work in progress at the time of award and completion of that work during the base period of performance.

Unintentional or Non-Negligent Defective Performance. Defective performance rendered by the Contractor which under the circumstances the Contractor did not know and should not have known that its actions or inactions would result in defective performance.

Wait Queue (WQ). The wait queue is a work management tool to provide the Contractor with a tracking device for Routine Work and Additional Work that cannot be accomplished for various legitimate reasons within the time frames.

Work Order. Order issued for work to be performed under the terms and conditions of the basic contract.

1.4 Environmental Requirements

Requirements of this contract include compliance with all sound environmental guidelines that promote energy efficiency and effective use of resources without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. See Attachment 2 for a list of biobased or environmentally-friendly products that might be used in the performance of this contract.

1.4.1. Performance of this contract requires the use of biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. Where available, these products should first be acquired from among qualified products that fall under the umbrella of items designated through the Federal Biobased Products Preferred Procurement Program (FB4P).

1.4.2 Performance of this contract requires the use of designated items or products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. Where available, these products should first be acquired from among qualified products that fall under the umbrella of items designated through the EPA Comprehensive Procurement Guidelines.

1.4.3 If a biobased or designated items can be used on this contract but the Contractor chooses not to do so, the Contractor shall submit an Affirmative Procurement Exemption Justification Form to the CO for approval. This requirement is applicable to both routine work and additional work. The CO has authority to reject an Exemption Justification and require the use of the biobased or designated item. (See Attachment 3.)

1.4.4 The Contractor shall assume full liability for the release of any hazardous substance to air, soil, or water resulting from its own or its subcontractor’s actions. The Contractor shall be responsible for the costs associated with the cleanup of any such release. In the event the Contractor is removed from the duties at the facility, the Contractor shall also be responsible for latent defect caused while performing work while on property.

USHRL shall retain the right to initiate abatement and remediation actions for which the Contractor shall reimburse all associated expenses.

1.4.5 The Contractor shall furnish, retain and maintain copies of Material Safety Data Sheets (MSDS) for all hazardous materials to be used, as described by OSHA standards.

2.0 RICHARD B. RUSSELL AGRICULTURAL RESEARCH CENTER , ATHENS, GEORGIA

2.1 WORK MANAGEMENT

2.1.1 General

2.1.1.1 Automated Work Management System. The Contractor shall provide and maintain an effective automated work management system (such as Infor - Data Stream’s MP2 which includes WebLink software, currently in use) which shall be the basis for receipt of work requests, planning, estimating, material requisition, work assignment, scheduling and reporting and quality control of all work. This system shall facilitate accomplishment of all items of work necessary to accomplish the various tasks described in this PWS. The system shall allow web-based work order entry from a minimum of 40 Government users (combined total with SEPRL); the CO, a designated Government official, or both, shall have access to the management aspect of the system, including the ability to draw reports and status of all work orders. The Contractor shall provide all computer hardware, software upgrades, and Internet connection as needed at its own expense. The Contractor shall provide security to ensure no Government personnel can connect to its system for the purpose of bypassing Government security requirements or restrictions. Contractor access to the Government LAN will not be allowed. The Contractor shall provide training to Government employees who will be using its system.

2.1.1.2 Work Orders. The Contractor shall use work orders to identify and release all work requirements to maintenance personnel and for scheduling routine preventive maintenance. These work orders are required to set priorities; estimate and requisition material; regulate and coordinate work tasks; promote timely scheduling; and ensure availability of labor, materials, facilities and equipment.

2.1.1.3 Performance Report. The Contractor shall submit a monthly performance report on accomplishments made the previous month by the 15th of the month. The report shall address how each performance objective was met, to include information on the results of the overall service level for customer satisfaction, reasons for deductions, and amounts and subcontracted services/materials for routine work. The Contractor shall also submit annually, by October 15th, the total obligations for additional work, the total number of labor hours by craft for routine work and approved overtime hours by craft for routine work; this report shall cover the previous fiscal year. A similar summary report shall cover the final contract option period, if exercised. Report to be submitted in digital format (pdf or MS Office).

2.1.1.4 General Reporting Requirements. The Contractor shall work with the CO or designated Government Official to customize reports generated by the work management system. This process will allow the Contractor to provide more usable reports and may include renaming fields or inclusion of additional information.

2.1.2 Routine Work Response Time

2.1.2.1 General. The Contractor shall provide all day-to-day services necessary to operate and maintain facilities identified in the PWS in a manner that successfully sustains the research mission. The Contractor shall respond in a timely manner to meet the standards as stated in the Performance Requirement Summary or requirements of the Performance Work Statement.

2.1.2.2 Preventive Maintenance. The Contractor shall schedule checks and services including, but not limited to, adjustments, cleaning, calibration, inspection, and equipment servicing of buildings and installed equipment, utility systems, and process and non-process equipment at intervals recommended by the manufacturer or standards within the industry to ensure proper and efficient operation with minimum breakdowns, deterioration, or other deficiencies. Preventive maintenance shall include repairs or other actions taken to correct deficiencies discovered during preventive maintenance inspections.

2.1.3 Classification of Work

The Contractor shall classify work using the criteria below. All Additional Work will be classified by the CO or designated Government official.

2.1.3.1 Routine Work. The Contractor shall provide recurring day-to-day or periodic work such as maintenance and/or operations support functions, not including cosmetic changes on non-common use areas. The Contractor shall establish work priorities unless reprioritized by the CO or a designated Government official. No work that substantially alters, modifies, or otherwise changes building structures or equipment is considered routine work. This work may need urgent attention or require a limited time to correct, but will normally be limited to minor repairs. In the event of an emergency, the first 40 man-hours will be considered routine work, with the excess man-hours charged to an Additional Work Order if approved by the CO or designated Government official. Any and all work within scope that can be performed with less than 40 craft hours using existing staff and does not require a subcontractor is considered routine work. Examples of routine work include but are not limited to painting halls, bathrooms, and other common use areas; fence maintenance; snow and ice removal; spot carpet cleaning; repairing leaks; patching potholes; and repairing cracks in pavement, concrete, or both.

2.1.3.2 Preventive Maintenance Work. Orders for preventive maintenance of buildings and structures, plant and equipment, and other services, where the specific work and staff requirements are relatively constant and predictable in advance, shall be considered routine work.

2.1.3.3 Additional Work. The Additional Work shall be completed by and inspected by the Contractor using its Quality Control System prior to inspection and approval by the Government. Additional Work Orders will receive 100% inspection. As with Routine Work and Preventive Maintenance, expenditures for Additional Work shall be recorded in the work management system once the work order is completed, to include man-hours by individual craft, work accomplished, and material expended.

2.1.3.4 Examples. Examples of Additional Work include but are not limited to moving furniture/offices/assembling furniture; voice and data cable distribution; major mechanical overhauls; cleaning the interior of sewage decontamination tanks; and replacing HVAC systems.

2.1.3.5 Emergencies at Other Locations. If an emergency requires immediate services at a South Atlantic Area other than those covered by this contract, the CO may issue an Additional Work Order for those services. Specific pricing will be applicable to such orders in order to account for differing wage determinations. The wages listed in this contract are not necessarily applicable to other Locations. If the Contractor chooses not to respond to work orders for emergency work at other Locations, the Contractor shall notify the CO in writing within eight hours of receipt of the request.

2.1.4 Priorities

2.1.4.1 Priority 1 (Emergency). Priority 1 work is defined as maintenance and repair work which requires immediate action, including diverting personnel from other jobs. Usually Priority 1 work is necessary for the protection of health or safety, biosafety and biosecurity, protection of ongoing experiments and research programs, or prevention of damage to property. Immediate corrective action shall be taken and shall be pursued on a continuous basis until permanent repairs are completed unless otherwise directed by the CO or designated Government official. The Contractor shall maintain or provide essential services to critical equipment and facilities and maintain critical environmental conditions, or as otherwise required by the CO or designated Government official. Emergency repairs are considered routine work, but require immediate action. In the event a repair might exceed forty (40) man-hours, the Contractor shall notify the CO or designated Government official for issuance of an Additional Work Order.

2.1.4.2 Priority 2 (Urgent). Priority 2 work is defined as maintenance and repair work which should be accomplished by the first available qualified craftsman. Personnel shall not be diverted from scheduled work. Work shall start within one workday and shall be completed as soon as possible, but completion shall be within five working days unless otherwise authorized by the CO or designated Government official.

2.1.4.3 Priority 3 (Routine). Priority 3 work is defined as work not classified as Priority 1 or Priority 2, and shall be accomplished in the most economical and efficient manner on a "first come, first served” basis. Prompt response to routine work order is essential to smooth operation of research and support elements. Therefore, work on 50% of these work requirements shall be completed within one working day of receipt; the remainder shall be completed within five working days unless otherwise approved by the CO or designated Government official.

2.1.4.4 Assignment of Priorities. The CO or designated Government official will assign priorities to all Additional Work prior to issuance to the Contractor. The CO and designated Government official have the right to change priority on all Additional Work.

2.1.5 Approval of Work

2.1.5.1 Routine Work. Routine Work will be initiated by authorized Government or Contractor employees. These requests may be either oral or written. Routine Work does not require prior CO or designated Government official approval for scheduling or commencement of corrective action.

2.1.5.2 Preventive Maintenance (PM) Orders. The PM plan shall be scheduled and executed with documentation maintained accurately and up-to-date as completed. A copy of the PM plan is to be submitted for approval by the CO 45 calendar days after contract award or renewal. The Contractor shall update its PM plan as necessary to reflect changes in equipment inventory, with such updates being subject to approval by the CO or designated Government. Equipment added as a result of and increase in operational space (for example, a conversion in the usage of space or addition of buildings) shall be included in the PM plan through a contract modification or shall be handled through issuance of an Additional Work Order. Proposed revisions shall be provided to the CO /or designated Government Official for approval within 15 days after the need is identified by the Contractor.

2.1.5.3 Additional Work. The CO, designated Government official, or both, will review Additional Work Orders and corresponding Estimates to determine if costs are fair and reasonable and if the proposal is technically acceptable. After the Additional Work Order is issued, the Contractor shall schedule Additional Work for completion in accordance with assigned priority. Final acceptance will be made by the CO and/or designated Government official.

2.1.5.4 Alterations and Changes. Alterations and changes to approved work requests may be requested by Government fund holders and approved by the CO or designated Government official. Work requirements cannot be added to work orders without the approval of the CO.

2.1.6 Specific Requirements

2.1.6.1 The Contractor shall provide the location with a continuous uninterrupted service program. During normal working hours, a Contractor point-of-contact (POC) shall be available at the RRC for receipt of work orders and other requests (and for all other requests and orders) from Athens tenants. For emergencies and work orders outside the normal duty hours, a POC shall be available via telephone.

2.1.6.2 Work Orders may be initiated by the CO or designated Government official. The Contractor and the requestor of the work order will cooperate in the development of the description of work in sufficient detail (and sketches or drawings as necessary) to allow the Contractor to develop an estimate of man-hours, materials, and comply with established priority. The primary responsibility of the requestor will be to identify the needs, and the responsibility of the Contractor shall be to develop the method for meeting that requirement.

2.1.6.3 The Contractor shall develop a weekly schedule including all additional work. The Contractor shall schedule work requests by priority assigned. Schedules shall indicate location of work by building or area. The CO or designated Government official may inspect the work schedule and may revise the Additional Work schedule to meet specific Center needs.

2.1.6.4 The Contractor shall be responsible for coordinating any scheduled interruption of utility service with the CO or designated Government official seventy-two (72) hours before the interruption, except in an emergency.

2.1.6.5 The Contractor shall enter all work requests received into the automated management system on a daily basis, as well as daily input of all work performed on each work request and order. The CO and designated Government officials shall have access to the management system to obtain status on request and work orders.

2.1.6.6 All completed work shall be inspected by the Contractor for completeness, compliance with work request/order requirements and other contract requirements, and workmanship prior to acceptance by the CO or designated Government official. The Contractor shall inform the initiator of the work request/order that work is complete. The CO or designated Government official may inspect work upon completion and either accept it or identify discrepancies for correction. Work that must be re-performed because it did not meet applicable standards may not be assigned and treated as a new work request or order; rather, it shall be counted as part of the original work order.

2.1.6.7 The Contractor shall provide a Work Backlog Report to the CO or designated Government Official on a monthly basis, due 15 days after the end of the month. Report to be submitted in electronic form (pdf or MS Office).

2.1.6.8 The Contractor shall be responsible for coordinating any scheduled interruption of utility service with the CO, designated Government official, or both, at least seventy-two (72) hours before the interruption, except in an emergency. Any utility service interruption that affects safety/safety equipment will be coordinated for after hour shutdown.

2.1.6.9 The Contractor shall meet weekly with the CO or designated Government officials to discuss the status of Routine Work Orders, Additional Work Orders, and other issues involving the administration of this contract. The Contractor’s Program Manager and other Contractor personnel designated by the Contracting Officer shall attend these meetings. At these meetings, the Contractor shall provide each attendee a written submittal showing the status of all outstanding Additional Work Orders.

2.1.6.10 The Contractor shall maintain a formal PM schedule. Once the schedule is established, the schedule will remain constant except for additions or deletions from the program. The Preventive Maintenance Program is a large, important portion of this Performance Work Statement as described in each section. The PM plan shall be developed in accordance with the following order of precedence: (1) manufacturers' recommendations and standards; (2) National, Georgia and local codes; (3) industry standards; and (4) Good Laboratory Practices. In the event of a conflict between standards, the standard with the more stringent requirements shall take precedence. The plans shall include a listing(s) of items and components to be maintained; inspection and maintenance techniques; personnel schedules for performance; system shutdown and coordination requirements, as necessary; PM checkpoints, services, and frequencies; and recording methodology. The Contractor shall maintain PM records on all equipment, systems and buildings; records shall reflect PM performed and all repairs resulting from PM inspections. The records shall include scheduled and accomplished dates, and shall be accessible by the Government on request. Logs, records, checklists, and any other documentation maintained by the Contractor shall be available during normal working hours for CO or designated Government official review and shall be the property of the Government. The Contractor PM records are to be entered weekly into a management system. The Contractor shall maintain this information in a format the CO or designated Government official can access at anytime by request.