Performance_Work_Statement_for_Maintenance_Services_for_Pure_Water_System_Services_at_B.docx

PERFORMANCE WORK STATEMENT

PREPARED BY

FACILITIES SERVICES, BELTSVILLE AGRICULTURAL RESEARCH CENTER

FOR

INSPECTION, ROUTNE & PREVENTATIVE MAITNENTANCE, REPAIR AND EMERGENCY SERVICES OF REVERSE OSMOSIS AND DEIONIZED WATER SYSTEMS

SECTION 1 – GENERAL INFORMATION & DESCRIPTION OF SERVICES

1.1 SCOPE OF WORK

The contractor shall furnish all personnel, materials, equipment, supplies and transportation necessary to perform pure water maintenance and repair services. The pricing schedule for the base year and each consecutive option year must be submitted as part of your proposal.

1.3 INVOICE INSTRUCTIONS

Based upon acceptance of required contract services, the contractor is required to send a hard copy invoice to the COR and CO for approval via email prior to submitting an invoice electronically in IPP. The invoice must include the following information on each invoice in order for the invoice to be considered proper invoice:

1. Name and address of contractor.

2. Invoice number and Invoice date.

3. Contract number.

4. Description of work and period of performance.

5. Name, title, phone number, and complete mailing address of official to whom payment is to be sent.

6. Name, title, phone number, and complete mailing address of person to notify in the event of a defective invoice.

7. Taxpayer Identification Number (TIN) and DUNS Number.

NOTE: Invoices that do not contain the proper information described above will be rejected and returned to the Contractor for correction. The revised invoice shall be dated the day of the re-submission for payment

1.4 QUALTIY CONTROL

The Contractor shall develop and maintain a quality control plan to ensure services are performed in accordance with commonly accepted commercial practices and services. The plan shall include procedures to identify, prevent and ensure that non-performance and/or continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the Government Point of Contact and the Contracting Officer for review, comments (as needed) and approval no later than two weeks (14 days) after award. At a minimum, the contractor shall address quality control procedures for each performance task/indicator as identified in the Performance Summary – Technical Exhibit 1.

1.5 QUALITY ASSURANCE

In accordance with the Inspection of Services clause [FAR Clause 52.246-4, Inspection of Services –Fixed Price (AUG 1996). The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with the requirements set forth in this contract. The Government Point of Contact may inspect actual task performance, physically checking an attribute of the task, checking a report, investigating customer complaint or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The Government Point of Contact will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of surveillance then become the official record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the Government Point of Contact will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the Contractor. The contractor shall respond to the CAR instructions provided and return it to the Government Point of Contact and the Contracting Officer within 10 days of receipt.

SURVEILLANCE METHOD(S):

100% SURVEILLANCE; Requires the Government to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the Contractor shall re-perform service immediately, if appropriate, or within a reasonable time period at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes. Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation.

RANDOM SAMPLING; Random sampling is an appropriate method for frequently recurring tasks. The Government Point of Contact will evaluate randomly selected samples of the activity to determine the acceptability of the entire requirement. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Government Point of Contact. Failure to meet performance in any one month period as outlined in the Performance Summary-Technical Exhibit 1 shall result in a warning or letter of concern from the Contracting Officer. Failure to meet performance in any combination for any two, or more consecutive or no-consecutive months during the contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

CUSTOMER COMPLAINTS; The Government Point of Contact will receive and investigate complaints and will be responsible for initially validating customer complaints. The Contracting Officer shall make the final determination of the validity of customer compliant(s) in cases of disagreement with the Government Point of Contact and the Contractor. Exceeding the performance threshold in any one (1) month period shall result in a warning or letter of concern from the Contracting Officer. Exceeding the performance threshold for any two (2) or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

PERIODIC SURVEILLANCES; This method requires the Government to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Government Point of Contact. Failure to meet performance in any one month period as outlined in the Performance Summary-Technical Exhibit 1 shall result in a warning or letter of concern from the Contracting Officer. Failure to meet performance in any combination for any two, or more consecutive or no-consecutive months during the contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

1.6 RECOGNIZED GOVERNMENT HOLIDAYS

In the event a government recognized holiday falls on a scheduled service day, the Contractor will be responsible for coordinating with the designated Government point of contact to reschedule service.

1.7 COMPLIANCE WITH BIO-BASED REQUIREMENTS

The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide bio-based products. The Contractor shall utilize products and material made from bio-based materials (e.g., insulating foam, composite panels, and concrete and asphalt release fluids) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer (CO).

Bio-based products that are designated for preferred procurement under USDA’s Bio-Preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their bio-based products such as bio-based content and source of bio-based material.

In addition to the bio-based products designated by the U.S. Department of Agriculture in the Bio-Preferred Program, the Contractor is encouraged to use other commercially available bio-based products. The Contractor shall submit with the initial proposal a complete list of bio-based products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The Contractor shall comply with the provision at FAR 52.223-1, Bio-based Product Certification and FAR 52.223-2, Affirmative Procurement of Bio-based Products under Service and Construction Contracts.

SECTION 2 – PERFORMANCE REQUIEMENTS/SPECIFIC TASKS

2.0- 2 Maintenance Work Schedules Attachment 1 - USDA Performance Work Statement

The contractor shall submit with their proposal a maintenance work schedule for each building pure water system. The contractor work schedule shall identify a monthly frequency per system and shall identify the performance tasks for maintaining each specific system for that month/quarterly/semi-annual/annual.

1. An inspection/maintenance/repair system covering all required performance tasks; a method of identifying deficiencies in the quality of services performed; and a list of corrective action or measures used to prevent deficient or unsatisfactory performance.

2. The contractor shall submit a hard copy of all inspection/maintenance/repair reports to the government COR. The reports shall be hand delivered to the government’s COR’s office.

2.0-5 Emergencies

Contractor shall respond to emergency requests made by telephone by the COR or an alternate within 2 hours during normal working hours.

2.0-6 Maintain water quality at 10 Megohm-Cm on all Reverse Osmosis and Deionization Systems.

2.0-7 Reverse Osmosis membranes shall be replaced at the contractor’s expense, when reject rate drops below 85 percent.

2.0-8 Pure water systems shall be maintained in accordance with the manufacturer’s instructions.

2.0-9 Replace mixed bed Deionizers in the building systems when required.

2.0-12 Replace ultraviolet lights when needed.

2.0-13 Replace pre-filters when needed.

2.0-14 Replace final filters when needed.

2.0-15 Keep water softener brine tanks full with salt

2.0-16 Replace storage vent filters when needed.

2.0-17 Service Calls Contractor shall respond to requests by the COR or an authorized Government Representative made by telephone within 4 hours during normal working hours.

2.0-18 Perform bacteria counts and total organic counts (TOC). TOC sampling will be performed either on line or via a grab sample. Grab sample shall use low TOC certified vials or containers certified to less than 10 ppb TOCs. On-line and grab samples will be taken after a flush cycle to assure that a representative sample is taken. Samples will be analyzed using a broad range analyzer that is routinely used to measure deionized water. Analyzer will be capable of providing a measurement within 1 % of the IC value and will be capable of providing accurate results in the 10-100 ppb TOC range.

2.0-19 Monitor permeate and reject water quality.

2.0-20 Test feed and product water for total dissolved solids, calcium hardness, ph, iron, and colloidal material and record.

B. The contractor shall be responsible for any individual repair and/or replacement part or equipment, with the exception of pumps, motors, and reverse osmosis circuit board, that needs to be made to the pure water system up to $1,000.00. This shall include parts, materials, supplies, shipping, and labor necessary to fix the system and put it into full operation.

C. The contractor shall notify the COR of any individual repairs needing to be made and expected to exceed $1,000.00 and submit a written quote. The COR shall notify the CO.

D. Individual repairs and replacement parts anticipated to be greater than $1,000.00 shall be provided by the contractor on a negotiated basis. Government defines negotiated basis for replacement parts as follows; the contractor will submit three quotes for price comparison and if the suggested quote is not the lowest technically acceptable quote, the contractor shall submit a justification stating why. The Government will only be responsible for the cost over and above $1,000.00. The contractor shall be responsible for the first $1,000.00 portion of the cost.

E. The contractor shall notify the COR within 24 hours or sooner if possible replacement part or equipment is not available (i.e. discontinued item or no substitute available). The contractor shall prepare temporary means of operation, where applicable, to keep system running until shipment, delivery, and installation can be made.

F. The contractor shall repair or replace all equipment/parts on the pure water systems without additional cost to the Government with the exception of pumps, motors and reverse osmosis circuit boards for a complete operational system. The contractor shall take special note that some building systems require polypropylene pipe and fittings that require heat fused socket connections. This material shall be included for repair and maintenance work. Building 010A and Building 011 Bio-GH are examples where this material is part of existing systems.

The intent of the government is to have the contractor responsible for each system, starting immediately after initial building domestic water supply valve (not including this valve) to system and shall end with the first pure water building supply valve after system (including this valve). The contractor shall be responsible for the following parts and equipment. This list may not include all associated parts, equipment, materials and other supplies, but is a representative list for each pure water system:

1. System piping and connectors, tees and elbows, tubing, hoses, and drain lines

2. All floats and float switches

3. All valves, gauges, fittings

4. Storage tank floats, relays, tubing and other related parts

5. Some systems have stainless steel storage tanks located in building attics for gravity feeding. The contractor shall be responsible from water supply line to tank to system feed line to the building.

6. Control boxes and operational components

7. All electrical connections within system and fuses

8. Meters, gauges and other measuring devices

9. Filters for ultra systems

10. UV light tubes and UV fixtures

11. System cords, plugs, switches

12. Any filters and filter holders, and other associated parts

13. Vent filters

14. Solenoids, relays and all other control components

Upon request by the COR, the contractor shall furnish a price to replace any of this equipment which is not on the schedule of prices to be submitted with the bid.

Contractor shall notify COR within 24 hours or sooner if possible if a replacement part is not available (i.e. discontinued item or no substitute available).

2.1 DEVLIVERABLE SCHEUDLE

Service.

SECTION 3 - MISCELLANEOUS INFORMATION

Notification and Scheduling: 24 hours notification shall be given to the COR before any pure water system is shut down for maintenance or repairs. Notification shall also be given to the COR 24 hours prior to sanitizing the Reverse Osmosis System.

. All systems shall have the following minimum service:

1. All water filters and pre-filters shall be replaced every six months.

2. All tank filters shall be replaced once a year.

3. Mixed bed Deionizers shall be replaced every 6 months

4. Carbon Tanks shall be replaced every 6 months

5. Sanitize the Reverse Osmosis and the Deionization Storage Tanks and Distribution System each year

6. Building 010A and Building 200 Reverse Osmosis System are high quality water systems which require higher minimum standards. These systems need to be sanitized at least every 3 months .Building 200 needs its mixed bed deionizer, pre-filters to be replaced every 3 months

Repair Service Ticket: Contractor shall keep an accurate record of all repair actions taken to maintain the system in proper working order .This repair service ticket shall be submitted to the government within 3 days of the maintenance being performed.

Water Test Documentation: Contractor shall keep an accurate record of all water tests performed on each system and submit these water tests to the government within 3 days of the tests being performed.

The contractor shall report all damage to Government property, personal injuries, and/or hazardous conditions to the COR immediately, after such occurrence.

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIRMENTS SUMMARY

The Contractor’s performance will be assessed based on the following measures:

Provide all labor and materials for scheduled routine and preventative maintenance.

All labor, materials and component parts are available at time of scheduled service for routine and preventative maintenance services.

AQL: 98%

Customer complaint

AQL: 99%

Customer compliant

AQL: 100%

100% surveillance

Coordinate all scheduled services with the authorized Government representative within 4 hours after phone notification.

Contractor response time after initial call for scheduled service from the COR or an authorized Government representative is within 4 hours during normal working hours.

AQL: 98%

Customer complaint

AQL: 100%

100% surveillance