Amendment_7_-_PWS_-_Revision_2_Tracked_Changes.pdf

Solicitation #: AG-32SD-S-14-0001 SRRC O&M Support Services

New Orleans, LA

UNITED STATES DEPARTMENT OF AGRICULTURE

AGRICULTURAL RESEARCH SERVICE

Southern Regional Research Center

ATTACHMENT I

PERFORMANCE WORK STATEMENT (PWS)

OPERATION AND MAINTENANCE SUPPORT SERVICES

Attachment I: Performance Work Statement 2

INDEX

DESCRIPTION/SECTION PAGE

Background

1. SCOPE OF WORK

1.1. Responsibilities

1.1.2. Repair and Replacement Parts

1.1.3. Employee Indentification and Safety Equipment

1.1.4. Compliance

1.2. General Information

2. WORK MANAGEMENT

2.1. Routine Work

2.1.1. Preventive Maintenance

2.1.2. Additional Work

2.2. Work Priorities

2.2.1. Priority 1 Work

2.2.2. Priority 2 Work

2.2.3. Priority 3 Work

2.2.4. Alterations and Changes

2.3. Transition of Contract Performance

2.4. General Work Management Duties

2.5. Quality Control Tasks

3. ADMINISTRATIVE SERVICES

3.1. Receiving Operations

3.1.1. Receiving Tasks

3.1.2. Available Government Property, Materials, and Services

3.2. Security Operations

3.2.1. Security Related Tasks

3.3 Public Relations

3.3.1. Meeting Rooms and Schedules:

3.3.2. Foreign Visitors:

3.4. Mail and Messenger Support Tasks

3.4.1. Mail Service

3.5. Inventory, Property, and Disposal

4. SAFETY

Attachment I: Performance Work Statement 3

4.1. Smoke / Fire Service Maintenance and Detection

5. INFORMATION TECHNOLOGY (IT) SUPPORT

5.1. IT Services

5.1.1. IT Equipment Requirements

5.1.2. Software Requirements

5.1.2.1. Software Support Tasks

5.1.3. LAN Requirements

5.1.3.1. LAN Support Tasks

5.1.4. IT Support Services

5.1.5. Electronic Support

6. UTILITIES SERVICES

6.1. Electrical Tasks

6.1.1. Elevator Service and Maintenance

6.1.2. Metal Fabrication

6.2. Plumbing and Pipefitting

6.2.1. Water Systems

6.2.2. Fire Hydrants

6.3. Heating, Ventilation Air Conditioning (HVAC) and Refrigeration

6.3.1. HVAC and Refrigeration Tasks

6.3.2. Logs and Records

6.3.3. Fume Hood

6.4. Building Automation System (BAS)

6.4.1. Building Automation System Tasks

7. FACILITIES SERVICES

7.1. Maintenance and Repair Services

7.1.1. Trash Removal Services

7.2. Housekeeping

7.2.1. Housekeeping Tasks

7.3. Grounds Maintenance

7.3.1. Grounds Maintenance Tasks

7.4. Automotive, Lawn, and Farm Vehicle Tasks

7.4.1. Vehicle / Equipment Maintenance

7.5. Carpentry Services

7.6. Painting

Attachment I: Performance Work Statement 4

7.6.1. Painting Tasks

8. PLOT SERVICES

8.1. Plot Requirements

Appendix 1: Glossary

Appendix 2: List of Required Reports

Appendix 3: SRRC Facilities Listing

Appendix 4: Historical Workload Data

Appendix 5: Historically Subcontracted Work

Appendix 6: Facilities Inventory

Appendix 7: List of PM Equipment

Appendix 8: Government Furnished Property/Equipment List

Appendix 9: Automotive Equipment List

Appendix 9(a): Monthly Vehicle Checklist

Appendix 9(b): Annual Vehicle Checklist

Appendix 10: Energy Conservation Action

Appendix 11: Visitors Policy

Attachment I: Performance Work Statement Page 5

Background

The United States Department of Agriculture (USDA), Agriculture Research Service (ARS), Southern Regional Research Center (SRRC), herein after referred to as “the Center”, is located at 1100 Robert E.

Lee Blvd., New Orleans, Louisiana.

ARS Research Centers are agricultural research centers authorized by Congress in 1938 “...to conduct research into and to develop new scientific chemical and technical uses and new and extended markets and outlets for farm commodities and products and by-products thereof.”

The complex at Robert E. Lee Blvd. consists of twenty-six (26) buildings and a complete utilities system, sophisticated environmental controls, and a variety of specialized laboratories and rooms, all located on approximately thirty-three (33) acres. The complex presently contains approximately 400,000 square feet of floor space. Basic utilities are purchased from public utility companies.

Government scientists, with the aid of research technicians and assistants, conduct research at SRRC.

The support of this research requires a large number of laboratories, many of which are furnished with extremely complex and expensive test equipment requiring closely controlled environments to function properly. Historically the responsiveness, meaningful communication, and skill provided by Contractor employees in repairing and restoring operation and control of the facilities has been critical for the protection of the integrity of the research programs being conducted at the Center.

1. SCOPE OF WORK

The Contractor shall provide all labor, supervision, tools, equipment, spare parts, and materials for the operation and maintenance, facilities operations, management and administrative support services to SRRC. See Appendix 8 for the list of Government Furnished Property which will be the exception to this statement. The performance work statement (PWS) specifies the services required to provide the full range of operational and maintenance support to the Center twenty-four (24) hours per-day, seven (7) days per-week (24/7).

1.1. Responsibilities

The PWS is divided into categories for convenience only and all requirements have equal weight and significance throughout. The contract is to be read as a whole document.

Facilities operations and maintenance functions shall include the areas of work management, preventive maintenance, building maintenance, shop services, alteration and repair, grounds maintenance, heating, ventilation, air conditioning, refrigeration, electrical, housekeeping, information technology and administrative services.

The Contractor shall perform all work described in this PWS in accordance with all applicable U.S. and Louisiana State laws, regulations, codes, technical manual specifications, manufacturer’s guidelines, and USDA and ARS directives unless otherwise specified or directed.

The Contractor shall perform all related services necessary to carry out the provisions of this contract, including quality control, financial control, maintenance of accurate, updated, and complete records, and files and libraries of documents including Appendix 6. The Contractor shall prepare and submit required reports, compile historical data, perform administrative work, and submit any necessary information as requested or specified. All reports shall be submitted electronically to the greatest extent possible; when a report is not sent electronically a written explanation shall accompany the written report. The Contractor may be requested to generate and provide a specific report or a portion of a report with a turnaround time of as little as four (4) hours.

The Contractor shall provide assistance to other contractors on site, whether they are working for them directly or for the Government. This type of assistance normally would be in the locating of

Attachment I: Performance Work Statement Page 6 various utility lines, valves, piping, switches, relocating equipment or components, moving equipment or components, shutting down or turning on of various equipment, utilities, valves, and switches. Depending on the complexity, on average this would take about one (1) hour total per any one task. Such functions are in direct support of the research mission of the Center. In the event the Contractor is unable to fulfill any required time requirements, the Contractor will notify the Government in writing within twenty-four (24) hours as to the reason why.

The Contractor shall utilize products and materials made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) 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 Representative (COR).

Biobased products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by USDA in the BioPreferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall submit, with the initial proposalupon award, a complete list of biobased 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 biobased 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.

Title to all durable parts and construction material purchased by the Contractor in performance of this contract shall be vested in the USDA, SRRC located at 1100 Robert E. Lee Blvd., New Orleans, LA, occurring at the point of delivery to the Contractor.

1.1.2. Repair and Replacement Parts

The Contractor will be responsible for the first $1,000 of repair and replacement parts for all types of routine work per work order, up to $10,000 limit per year. Note: Unless negligence occurs on the part of the contractor, the Government will replace all “Government furnished” equipment as needed. The Contractor shall include expenditures details in the monthly report. Upgrading and/or replacing fixtures, equipment, or components to facilitate energy conservation efforts will employ gratis labor.

1.1.3. Employee Identification and Safety Equipment

The Contractor shall furnish name tags, and personal safety equipment for its employees in performance of this contract. Safety equipment includes shoes or boots, eyewear, respirators, and gloves. The Contractor shall, prior to contract performance, submit to the Administrative Contracting Officer (ACO) documentation that shows the proposed identification tags. The tags shall be approved by the ACO and the Contractor shall ensure that all employees are wearing them within thirty (30) days of contract start date.

1.1.4. Compliance

(A) The Contractor shall be solely liable for acts of errors and omission in regard to compliance with Federal, state, and local environmental statues, regulations and applicable guidelines which lead to fines, penalties, or costs associated with enforcement actions, removal actions, corrective actions, or remedial actions.

Attachment I: Performance Work Statement Page 7

(B) 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 that the Contractor is removed from the duties at the facility, the Contractor shall also be responsible for latent defects caused while performing tasks while on property.

(C) The Government retains the right to initiate and complete cleanup actions for which the

Contractor shall reimburse the Government for costs associated with cleanup and disposal as a result of any negligible act by the Contractor as stated above.

1.2. General Information

The on-site Government personnel observe the listed dates as holidays:

New Year’ Day January 1 Martin Luther King, Jr.’s Birthday 3rd Monday of January President’s Day 3rd Monday of February Memorial Day Last Monday of May Independence Day July 4th Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans’ Day 2nd Monday of November Thanksgiving Day 4th Thursday of November Christmas Day 25th of December Mardi Gras (Tuesday Before Lent/Ash Wed )

Also includes any other day designated by Federal statute, Executive Order, Presidential Proclamation, or a SRRC mandated closure.

When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract.

The Government reserves the right to close the facilities due to weather conditions, safety, health, or medical emergencies as necessary. Contractor personnel may be required to remain on duty to maintain the facility in the event of such adverse weather conditions or emergencies. Services are required twenty-four (24) hours per day, 365 (or 366) days per year, on an uninterrupted basis, including all National and religious holidays unless otherwise instructed by ACO.

Note: Unless otherwise noted, regular hours of work at SRRC are from Monday through Friday 7:30 am to 4:00 pm.

2. WORK MANAGEMENT

General

The Contractor shall work toward a paperless automated work management system: 1) for the submission, approval, and tracking of all work requests and preventive maintenance. The system will track quality control, estimates, material, labor, equipment, scheduling and priorities.

Completed work orders shall be visible electronically via the LAN with all required data. Access to the Contractor’s work management system will be available to the Government at anytime during normal duty hours through the Centers’ LAN system. The current file format utilized is generated by MP2 for retrieving reports by Government.

2.1. Routine Work

Attachment I: Performance Work Statement Page 8

Routine Work is defined as recurring services that are scheduled frequently or repetitively throughout the term of the contract and should be accomplished without further input from the Government. No work that substantially alters, modifies, or otherwise changes buildings, structures, or equipment is considered routine work. Routine work/recurring services require planning, scheduling, and frequent quality control monitoring by the Contractor. Work that is considered routine but requires the Government to procure material shall be treated as routine work. The price for routine work shall include all labor, supplies, materials, equipment and subcontracts deemed necessary to perform the requirements of the PWS, including repair and maintenance. This includes work required due to updated technology and changes in research needs. Examples of routine work include maintenance of facilities research support equipment (e.g. facilities electrical, plumbing, building automation, communications, IT (i.e. computers, servers, etc.), HVAC/R equipment and systems maintenance, grounds and grounds equipment maintenance, vehicles maintenance, preventive maintenance (PM) tasks, and administrative support, etc.).

2.1.1. Preventive Maintenance

The Contractor shall perform Preventative Maintenance (PM) of buildings and structures, plants, tools, and equipment. The Contractor shall develop and maintain a PM plan and schedule that will include a listing of items and components to be maintained along with inspection, maintenance and shutdown schedules. The schedules will remain constant except for additions, deletions and updates. Contractor will notify the Government within ten calendar days of any changes to the PM schedule or listing. Government approval is required for additions and deletions. All updates shall be accomplished within thirty (30) calendar days of approval.

Historical data indicating average quantities of PM is shown in Attachment 1, Appendix 7. The Contractor shall perform a review of the Preventative Maintenance Program (PMP) and schedule.

The Contractor shall submit the PMP every ninety (90) days and discuss with the Government any changes prior to revising the PMP and submit a revised PMP within twenty-four (24) hours of making any changes. Quarters are identified as Oct 1, Jan 1, Apr 1, and Jul 1.

The PMP shall be developed in accordance with the following order of precedence:

(1) Manufacturers’ recommendations and standards

(2) National and State of Louisiana codes

(3) Industry standards

(4) Good Laboratory Practices

The Contractor shall maintain PM records that include scheduled and completed dates, work performed, noted observations, craftsman and time expended. This information shall be available to the Government via the Center’s LAN. The records shall also include: equipment ID, equipment description and craftsman notes. The Contractor shall submit weekly a report of planned PM’s for the following week. A deficiency report shall be submitted weekly of PM’s not completed as scheduled, along with the reason why and a schedule of when they will be completed.

2.1.2. Additional Work

Additional work is defined as work that is not part of the routine operations and maintenance support for the Center, but is within the scope of the contract. Proposals for additional work shall be completed within ten (10) business days of work request submission by the requestor. The proposal shall include a verification of the requested completion date with the customer, a start date, and a breakdown of cost that includes type of labor and hours, material and subcontract cost. If proposal requirements cannot be met, the Contractor shall provide a notification

Attachment I: Performance Work Statement Page 9 electronically within one work day of it being identified as a deficiency to the Government.

Subsequently, a report identifying the work order and a justification for the delay, as well as the estimated time that the proposal will be submitted shall be provided. Additional work shall not interfere with routine work.

2.2. Work Priorities

Work will be prioritized using the following guidelines. The ACO may change work order priority at anytime. The Contractor shall include in the monthly report a table of routine work orders consisting of the following information: work order number, date submitted, date approved, date completed, and details of deficiency.

2.2.1. Priority 1 Work

Priority 1 work requires immediate action essential for the protection of critical equipment, facilities, environmental conditions, health, safety or security. Immediate corrective action shall be taken and will be pursued on a continuous basis until permanent repairs are completed or otherwise directed by the ACO.

2.2.2. Priority 2 Work

Priority 2 work shall be accomplished by the first available craftsman. Personnel shall not be diverted from scheduled work. Work shall start within one (1) work day, and be completed within five (5) work days, unless otherwise directed by the ACO.

2.2.3. Priority 3 Work

Priority 3 work shall be accomplished in the most economical and efficient manner on a "first come, first served” basis. At a minimum, work on fifty (50) percent of these requests shall be completed within three (3) work day of receipt. The remainder shall be completed within seven (7) work days, unless otherwise directed or authorized by the ACO.

2.2.4. Alterations and Changes

The customer may make minor alterations and changes to the approved additional work requests as long as it does not change the scope of the original work request. Additional requirements will require another work request to be submitted. The ACO has final determination whether the change is within the original scope.

2.3. Transition of Contract Performance

The Contractor shall assist the Government in the transition of contract performance within thirty

(30) days of the start of the contract.

Examples of transition tasks include:

site and facilities inspections records passed on from previous contractor Government furnished property inventory security inventory

2.4. General Work Management Duties

The Contractor shall:

(A) maintain a point of contact on-site for receipt of work requests.

Attachment I: Performance Work Statement Page 10

(B) review work requests for completeness, understanding and clarity. Vague and incomplete work requests shall be immediately returned to the customer for clarification.

(C) provide "marked up" drawings annually to the COR/Quality Assurance Specialist (QAS) of any mechanical, electrical or structural changes or alteration done by the Contractor or it sub-contractors.

(D) develop and submit weekly to the ACO and QAS a schedule to include routine and additional work by assigned priority and identify those that have an impact on the Center or customers such as utilities, closing of areas, equipment, or safety.

(E) notify ACO, QAS, and affected personnel within twenty-four (24) hours of any planned interruption of utilities, services or closures.

(F) submit a Backlog Report weekly to ACO and QAS on all work not completed.

(G) submit a tentative work schedule to the ACO and QAS by 9:00 am. Schedule shall contain work order number, craftsman assigned, location and a brief description of the work, and any after hours, weekends, or subcontractor work.

(H) ensure that work to be redone is not assigned and treated as “new” work.

(I) inform initiator when their work order is completed, have customer sign off and indicate if they are satisfied or dissatisfied. Submit electronically anything other than satisfied responses to the QAS within one (1) work day of receipt and include explanation of what corrective action was taken by Contractor. Contractor shall include in the monthly report the number of satisfied work order and the number of dissatisfied work orders.

(J) raise and lower flags as when required, maintain a flag inventory to ensure that at least one new replacement flag is available at all times and that National Ensigns that are worn or tattered are disposed of in accordance with USC; Title 36; Section 10 or given to a local scouting or military affiliation for proper disposal.

(K) perform inventory of the Center’s hurricane supplies. Coordinate by May 15th “Hurricane

Season Preparation” meeting with ACO, QAS, General Engineer, Safety Officer (SO), and AO. Prior to meeting submit the following to the attendees: hurricane inventory, Center’s hurricane plan with your comments and proposed changes if necessary and findings of the inspection of SRRC conducted to ensure it is ready for the hurricane season. As needed, plot active storms identified by NOAA and coordinate meetings with the ACO, QAS, General Engineer, SO, and Administrative Officer (AO) of any storms that enter the Gulf of Mexico.

(L) submit malfunction report on major equipment or systems failure to the ACO and QAS verbally within thirty (30) minutes and in writing within twenty-four (24) hours after repairs are completed; reports shall be maintained in a consistent orderly manner for ease of monitoring,

(M) immediately notify the Center in a broadcast manner (via e-mail, fire alarm annunciator, telephone messaging, etc) of any unplanned closures or loss of utilities/facilities, after obtaining Government approval.

(N) maintain a warranty log and file to include description of equipment, its location, warranty clauses, date installed and expiration date for all equipment installed by facility contractor or subcontractor. Conduct warranty inspections and investigations to verify any issue under warranty. Brief the ACO or designated representative on warranty coverage for

Attachment I: Performance Work Statement Page 11 equipment. Notify the ACO or designated representative to obtain warranty servicing assistance if necessary.

2.5. Quality Control Tasks

The Contractor shall develop, maintain and provide a Quality Control (QC) plan and program that:

(A) ensures the requirements of the contract are provided as specified and provides a record of performance that can be inspected by the Government.

(B) includes a quality control inspection system covering all required contract services, a method of identifying deficiencies in the quality of services performed, and corrective actions taken to prevent performance from becoming unsatisfactory. An adapted commercial system such as ISO 9000 series is an example if all tasks are addressed.

(C) maintains a record of all QC inspections, results and any corrective actions taken.

(D) utilizes the work management system for the entry of all QC inspection reports.

(E) Includes an eight (8) question minimum Customer Satisfaction Questionnaire (CSQ). Ten

(10) percent of all work orders will be sampled with results available to the Government on the LAN and findings shall be included in the monthly report. The Government may request a higher sampling rate if it perceives a problem.

3. ADMINISTRATIVE SERVICES

The Contractor shall perform administrative services to support requirements for researchers and maintain accountability and cost control.

3.1. Receiving Operations

The Contractor shall operate and maintain the SRRC receiving daily from 9:30 am to 12:30 pm and within twenty (20) minutes upon request of the Government. The Contractor will track and notify customers in a timely manner of receipt of any items addressed to them.

3.1.1. Receiving Tasks

(A) notify customers of items received on the day of receipt and distribute shipping documentation and acceptance verification with date;

(B) refrigerate perishable items immediately; notify recipient telephonically and by email within one hour of receipt;

(C) order, receive and store dry ice in the five (5) storage containers located at the Center and ensure dry ice is distributed and balanced evenly in all containers;

(D) pack, crate, and weigh outgoing shipments (material or equipment). Coordinate shipment arrangements with SRRC customer (Customer provides any necessary RMA – Return Material Authorization, packing/crating material, and cost of shipping).

Attachment I: Performance Work Statement Page 12

(E) operate, maintain and keep current the Chemical Tracking System (CTS) in conjunction with the SRRC safety office. Perform random inventory on seventy-five (75) items annually.

(F) receive /ship and unload/load items at courtyard gate for security reasons; this may be required on the average three (3) times a day;

(G) Contractor employee shall receive cylinders and will sign and date invoices for all incoming and outgoing cylinders. The Gas Cylinder Committee will prepare and modify the CTS database for all gas cylinders. Contractor personnel shall enter incoming gas cylinders into the current CTS and print a duplicate barcode at that time. The duplicate barcode will then be affixed to the corresponding vendor invoice. For outgoing cylinders, the Contractor should remove the outgoing cylinder barcode(s) and affix it to the corresponding invoice. All invoices for incoming and return cylinders will be forwarded to the designated Gas Cylinder Committee member, via in-house mail. All return barcodes should be deactivated from CTS.

3.1.2. Available Government Property, Materials, and Services

The initial source of supply shall be Government-owned parts, supplies and materials on hand.

The Contractor is responsible for any Government property in their possession or that they are responsible for maintaining security over. The Contractor shall be responsible for full replacement cost of any Government property that is damaged or stolen due to their neglect while under their control.

3.2. Security Operations

The Contractor shall perform the following services that include assisting Center visitors, key issuance, key control, key entry cards, security control, and physical security (maintaining surveillance system-CCTV, card access, card issuance, fire alarms, intrusions alarms, vehicle registration, making of Government I.D. badges, etc), and receipt of deliveries and packages.

3.2.1. Security Related Tasks

(A) ensure all Contractor personnel prominently display a building access badge at all times between the waist and neck when on Center premises;

(B) ensure all Contractor personnel are familiar with all areas of the Center for security and emergency requirements;

(C) ensure all Contractor personnel are familiar with the location of fire and evacuation alarms and procedures to properly activate them;

(D) monitor all building entry and exit doors 24/7 or at the times provided by the ACO electronically or manually as directed;

(E) ensure designated roadway gates open and close at the times provided by the ACO.

Some gates are currently automated on timer devices; however, manual operation of the gates may be required should the automation fail.

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(F) permit access to the courtyard and boiler room, upon proper authorization, and monitor entrance and exit of personnel;

(G) maintain information and visitor assistance desk in the lobby of the Center’s main building from 7:30 am to 4:00 pm, Monday through Friday, except as indicated by Section 1.2;

(H) program and maintain all intrusion detection and access control systems. Establish and maintain a preventive maintenance program to ensure that building access control points (including battery back-up), exterior and automatic door operation, automatic gates (vehicle and pedestrian), interior and exterior lighting systems, interior and exterior CCTV systems and alarm systems continue to operate at the proper efficiency without interruption. Monitor electronically each intrusion alarm system and fire and environmental zone system 24/7. The Contractor shall conduct a daily scan of CCTV Systems for proper operations and shall submit a deficiency report which shall include action taken.

(I) maintain the Center’s Entry System and in the event of a system failure, provide staff for security and manual operations;

(J) organize and implement a system to issue temporary passes and vehicle permits to contractors / sub-contractors. Ensure that badges and permits are issued in accordance with Homeland Security and facility regulations and guidelines. Badges and passes may consist of temporary, daily and multi-day.

(K) maintain the CCTV system, and maintain recording system to enable review of ninety

(90) calendar days of data for investigative review. Contractor shall provide in the monthly report a statement of verification that CCTV camera’s and recording devices are operational and report any deficiencies and correct action taken;

(L) maintain the intrusion and fire alarm system, 24/7;

(M) establish and implement control and accountability for all Center keys and key cards, report all lost keys and key cards immediately to the AO for authority to duplicate, and maintain a history log. Provide a current Key Report quarterly to ACO/COR.

(N) submit security incident report within one (1) work day of incident and report results of the investigation in writing within five (5) work days to the ACO and QAS;

(O) assist Center management in facility security by submitting a “Security Violator Report” which consists of a list of all personnel violating prescribed security rules; e.g., improper or no parking decal, improper display or not wearing of the Center access badge, lost or forgotten keys to the ACO, AO, upon request.

(P) respond to all system alarms. Provide personnel for initial response to trouble, faults and emergencies 24/7. Response time for emergencies during normal working hours shall be immediately; during other times qualified personnel will be onsite within two (2) hours after discovery to stabilize unless the situation is deemed critical then repairs shall begin immediately.

3.3 Public Relations

The Contractor shall provide prompt, accurate, complete, and courteous service.

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3.3.1. Meeting Rooms and Schedules

Technical Meetings

The Contractor shall;

(A) set up room at designated facility including audio-visual equipment. Verify registration materials and set up place cards prior to meeting.

Seminars

The Contractor shall;

(A) maintain a schedule for the use of the Center’s meeting/conference rooms and verify schedules to avoid conflicts;

(B) conduct a count of participants at all events by type and submit a report to the ACO and

QAS upon request.

3.3.2. Foreign Visitors

(A) maintain a foreign visitor log upon entry to the Center in accordance with ARS Homeland

Security’s, Foreign National Workers and Visitors in ARS Facilities Chapter 8, Attachment 1: “Non-Citizen Workers and Visitors in ARS Facilities”, which shall include information on form ARSHS 01-10-03. Current revisions or editions shall be used.

3.4. Mail and Messenger Support Tasks

The Contractor shall provide mail service Monday through Friday, excluding Federal holidays. All mail shall be handled in accordance with U.S. Postal Regulations.

3.4.1. Mail Service

(A) stamp or meter all outgoing mail prior to dispatch.

(B) upon request, perform a count of mail sent and received for one (1) week period and findings shall be included in the monthly report.

3.5. Inventory, Property, and Disposal

The Contractor shall work with Property Officer to:

(A) perform duties related to the identification, tracking, and disposal of personal property.

Provide a central internal coordinator to ensure appropriate regulatory and local procedures are followed during removal and disposal of excess Government property (including recycling, transfer, and donation). This effort will normally consist of eliminating computer memory, removing property from office areas, and storing property in a staging area prior to disposal or transfer. This is required intermittently and is estimated to require approximately twenty (20) hours per month.

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(B) screen excess property documents received to determine the appropriate action to take on the disposition of excess / surplus property. Coordinate the removal or transfer of excess property using necessary means. Notify certified technicians to remove refrigerant from unserviceable refrigeration equipment prior to disposition. Provide requesters appropriate forms in matters regarding acquisition, disposition, and transfer of nonexpendable personal property. Coordinate removal of property and recycling efforts.

(C) gather and compile data from property transactions processed during the month to contribute to the Area Property monthly Activity Report. Ensure that information is accurate and updated in the automated system.

(D) assist with Property Management Personal Property (PROP) database system to manage facility and shop inventories, suspense report purchases, National Financial Center (NFC) bar code assignments, motor vehicle, and equipment acquisitions, disposal, excess, and transfers. Ensure that new accountable acquisitions are bar coded and entered into database.

4. SAFETY

The Contractor shall conduct all work in a safe manner and adhere to all required regulations, submit incident reports of all Center incidents, within one (1) work day, and results of the investigative report in writing within five (5) work days, to the Government Safety Manager (GSM) and any other Government personnel as required. The Contractor shall operate and maintain the Chemical Tracking System (CTS).

4.1. Smoke / Fire Service Maintenance and Detection

(A) maintain and monitor electronically the fire alarm smoke detection and sprinkler systems 24/7. Maintain, inspect, test, and certify in accordance with pertinent codes and guidelines. Inspection and servicing shall be conducted by qualified personnel certified by Federal, state or local authority, or by personnel / organization listed by a national testing laboratory for the servicing of fire alarm systems. Electronic notification shall be sent to the Center’s occupants of any scheduled testing five (5) work days prior to and on same day of commencement. Thoroughly clean any accumulated corrosion. Replace corroded battery disconnect terminal wiring as necessary. Inspect and test batteries with and without load for proper output. Thoroughly clean all smoke detectors and duct detector chambers, screens, and terminal bases annually with NFPA-approved compressed air smoke detector cleaner. Inspect and test all fire alarm supervisor circuits, control panels, and annunciators for normal operation including ground fault detection circuit and magnetic door release. Replace all burned out bulbs as required.

Inspect and test all manual pull stations and lock down stations. Inspect and test all alarm bells and strobe / horns. Inspect and test all smoke, duct, and heat detectors.

Adjust smoke detectors sensitivity as required for proper functionality. Provide inspection, testing and maintenance for chemical extinguishing systems by trained personnel. Testing of all system components in these rooms shall not cause discharging of agent. Contractor shall assume full liability for any accidental discharge of chemical caused during system testing. Contractor shall include in the monthly report any incidents and action taken, an overview of findings from inspections and detail of deficiencies, Attachment I: Performance Work Statement Page 16

(B) perform inspection, testing, and maintenance for the facilities’ automatic fire alarm sprinkler systems (wet and dry) and fire and jockey pumps. Assume the responsibility for any water damage to Government laboratory equipment, research, and property due to contractor negligence. Conduct tasks as required by Federal, local, and state regulations and guidelines and NFPA. Ensure that the system is operating properly at all times.

Contractor shall include in the monthly report an over view of finding from inspections and detail of any safety related concerns and actions taken,

(C) submit two (2) weeks after award of contract a written monthly schedule indicating which alarm systems, and fire and jockey pumps will be inspected, tested, and maintained through each month. Indicate dates on which each system will be inspected, tested, and maintained.

(D) submit a report to the ACO and Safety Officer (SO) occurrence of any found deficiency, safety hazard, or code violation in the existing fire protection system, equipment, and devices. Report to the ACO and SO of any sprinkler heads subject to manufacturer recall. Contractor shall include in the monthly report any findings for the month and action taken.

(E) accurately document each inspection, testing, and maintenance performed on any fire alarm detection, sprinkler system, chemical suppression system, lock down alarm, and fire pump. Sign and deliver documentation to the ACO and SO within three (3) work days of task completion. Contractor shall include in the monthly report an overview of finding from inspections and detail of deficiencies and actions taken.

(F) respond to all system alarms. Report to Incident Commander in charge. Provide personnel for initial response to trouble, faults and emergencies 24/7. Response time for emergencies during normal working hours shall be immediately; during other times qualified personnel will be onsite within two (2) hours after discovery to commence repairs unless the situation is deemed critical then response shall be immediate. Meet and assist emergency personnel.

5. INFORMATION TECHNOLOGY (IT) SUPPORT

The Contractor shall operate and maintain IT resources 24/7 and the call center shall be manned during normal business hours. The Contractor shall comply with all requirements of the Privacy Act of 1974 and the current Computer Security Act, and applicable vendor and manufacturer warranties.

5.1. IT Services

The Contractor shall provide maintenance, repair, and training services for all IBM and IBM-PC compatible microcomputers and peripheral equipment located on-site at SRRC; approximately 300 networked computers, 50 computers (off network), 80 laptops and 18 servers. Microsoft Operating Systems (OS) are the predominant workstation operating systems, with some Mac OS, Linux, Free BSD, Sun, and Silicon Graphics operating systems installed. Anti-virus and Encryption on all Government equipment as required.

5.1.1. IT Equipment Requirements

(A) troubleshoot and correct equipment malfunctions;

Attachment I: Performance Work Statement Page 17

(B) install printers, monitors, circuit boards and chips;

(C) relocate IT equipment as needed;

(D) provide technical support and representation in acquisition, evaluation and testing of equipment;

(E) maintain equipment status, maintenance and repair records;

(F) serve as Center representative in coordinating equipment in need of repair;

(G) maintain facility information display system and keep current with data provided by the

Government.

5.1.2. Software Requirements

The Contractor shall train SRRC personnel on both commercially packaged and Government custom developed software. The cost for training on custom software will be at Government expense. The predominant commercial software packages used, but are not limited to, are Microsoft Outlook, Microsoft Office Suites, WordPerfect Office Suites, Adobe Acrobat Reader, Adobe Acrobat Professional, and Symantec Endpoint Protection. Various scientific based programs are used as well as graphic programs such as Adobe Illustrator, Adobe Photoshop, ChemOffice, and Sigmaplot.

5.1.2.1. Software Support Tasks

(A) maintain commercial software packages to keep systems current and updated so that they function properly; notify Government personnel of any necessary upgrades and recommend a course of action; install and maintain software; and provide support and training to Center staff.

(B) provide system security consistent with best commercial and Government practices or as directed by the ACO.

5.1.3. LAN Requirements

There are approximately fifteen (15) Windows servers in Windows 2003 Active Directory Domains with various software packages installed, two (2) NAS servers, two (2) RHE Linux Web servers, and for record purposes only. Backups are performed on all servers. The Network has 500 nodes with 300+ users. The network uses Cisco switches and routers with a gigabyte Ethernet fiber backbone and is 1000MB with Power Over Ethernet (POE) to the desktop.

Provide support for Building Automation System (BAS).

5.1.3.1. LAN Support Tasks

Attachment I: Performance Work Statement Page 18

(A) perform the services necessary for the efficient and effective operation and maintenance of the SRRC LAN on a 24/7 unattended basis;

(B) install, configure, and maintain file servers, network operating systems, and related items;

(C) respond to network malfunctions within one (1) hour of notification;

(D) create batch administration scripts;

(E) conduct systems backup daily;

(F) review and analyze requests for network connectivity;

(G) resolve problems with LAN;

(H) install LAN for new users;

(I) maintain Internet and WAN connections as required;

(J) assist in developing security and disaster recovery LAN policies as required;

(K) provide assistance to ACO and QAS in development and evaluation of technical specifications for proposals and bids;

(L) manage the Cisco Firewall appliance and Infoblox DHCP/DNS appliance.

5.1.4. IT Support Services

(A) staff a Help Desk, during Center regular working hours, for computer assistance, respond to requests within one (1) hour ; maintain an electronic log of requests, actions, and history that shall be accessible via the LAN. The Contractor shall include in the monthly report the number of Help Desk request handled.

(B) prepare and produce, by the fifteenth (15th) day of January and July, the SRRC phone cards including an electronic copy accessible via the LAN;

(C) assist with printing of posters and the subcontracting of custom graphics;

(D) train new employees on USDA, ARS and SRRC IT policies and procedures;

(E) provide computer repair services;

(F) coordinate with ACO and QAS, specifications for procurement of IT items;

(G) provide video and teleconference support which includes: set-up and assistance, plus maintenance and repair of teleconferencing equipment.

(H) Conduct Cyber Security investigations as required by ARS/USDA within 24 or 48 hours as directed. Provide the appropriate written report(s) to the requesting Authority. Notify the QAS, COR, and ACO of all investigation request received;

Attachment I: Performance Work Statement Page 19

(I) Manage the SRRC VOIP Phone and Voicemail System (up to 400 users). Accomplish Move, Drops, and Adds as requested within 72 hours. Configure and install new phones as requested. Ensure that QOS is implemented and operational to ensure continued operation of the VOIP system.

5.1.5. Electronic Support

The Contractor shall maintain in proper operating order a wide variety of computerized and sophisticated electronic scientific and non-scientific equipment, which includes electro-mechanical and mechanical research instruments and other ancillary equipment. To accomplish this, the Contractor may be required to support this effort by designing, evaluating, specifying, modifying, troubleshooting and repairing circuits and mechanisms to change and improve function, range, characteristics, components, reliability or use according to the requirements of the research mission at SRRC. The Government will be responsible for material costs over $100.

6. UTILITIES SERVICES

The Contractor shall install, modify, repair, monitor and maintain all plumbing, safety, HVAC/R, and electrical systems, facilities, and distribution equipment. Services include electric, motor control centers, controls, lines, systems, fixtures, outlets, panel boxes, switchboards, power circuits, transformer vaults, switchgears, and other related equipment. The Contractor shall maintain facilities utilities and monitor lighting, essential building functions and critical equipment such as building and equipment environmental alerts, alarms, and malfunctions for facilities and specified equipment 24/7. Provide personnel for initial response to trouble, faults and emergencies 24/7. Response time for emergencies during normal working hours shall be immediately; during other times qualified personnel will be onsite within two (2) hours after discovery to commence repairs unless the situation is deemed critical then response shall be immediate. Electric can be accessed from the main switchgear located behind the Service building. Incoming power is 13.8kva. Main lines feed underground to the Service building, North and South loops, the Main building, Compound, Cotton Storage building, Textile building, Greenhouse, portable or out buildings.

6.1. Electrical Tasks

(A) install and maintain high and low voltage electrical equipment such as distribution systems, motors, fans, blowers, raceways, conduit, generators, signal equipment, elevators, lighting-fluorescent, incandescent, mercury, sodium, sensors, HVAC/R controls, BAS panels, research equipment-centrifuges, freezers, fume hoods, bio-hoods, dishwashers, switches, disconnects, breakers, receptacles, relays, wiring, and related parts.

(B) perform annual inspection and maintenance on high voltage switch gear and transformers, this will require a power outage to the facility and needs to be coordinated in advance to prevent disruption of research; notify and coordinate with the Facility Engineer and ACO sixty (60) days in advance of planned date, upon approval of the date notify Center personnel 30, 14, 7, 3 and 1 day in advance of the actual shutdown, the Contractor may do the north and south loops separately, but both must be completed within 180 days of each other.

(C) test and troubleshoot power circuits, and correct trends to preclude deterioration and malfunction.

Attachment I: Performance Work Statement Page 20

(D) measure resistance at all building locations, vaults, transformers, control center and switchgears, and maintain a permanent file of resistance values;

(E) install, maintain, modify, adjust and repair all high-voltage electrical equipment to include inspecting and testing substations and equipment and maintaining generators;

(F) secure all utility distribution lines prior to work;

(G) install, maintain, adjust, and repair all facility electrical, distribution, control, alarm, annunciation, energy management, power generating, timer operated systems and their components including: power circuits, controls, switches, thermostats and relays;

connecting wires to outlets, switches, receptacles and sources; test, maintain and repair permanently installed hoists; installing, testing, maintaining, and repairing electric motors and fans; checking controls and components of motor controls and circuits; repairing electrical equipment and machinery; troubleshooting and repairing electrical controls for HVAC/R equipment such as: flow meters, temperature and pressure recorders, magnetic starters, variable speed drives, pump controls, individual heating unit systems, and electrical components of air conditioning and refrigeration equipment; maintain emergency generators, substations, and transformers; maintain emergency lighting, backup battery power system and troubleshoot scientific equipment;

(H) correct equipment malfunctions that are recognized;

(I) inspect and test substations and equipment;

(J) within thirty (30) minutes after discovery of a malfunction, if warranted, verbally inform the

ACO and QAS of the incident, a written report of the incident shall be provided to the ACO and QAS within twenty-four (24) hours; any malfunction that causes disruption of service or equipment that affects Center activity is considered an incident;

(K) respond to failures of the system within four (4) hours for non-emergencies (something that does not impact the research mission) and immediately to emergencies.

(L) dispose of fluorescent, incandescent, mercury, sodium lighting, and LED -bulbs and fixtures as per Federal, State and local regulations.

6.1.1. Elevator Service and Maintenance

(A) maintain, assess, recommend and perform repairs and renovations and safety inspections, as needed for the facility elevators and dumbwaiter systems in accordance with the latest edition of ANSI / AMSE 17.1 and 17.2 equipment specifications and manufacturer’s instructions. Elevators and dumbwaiters shall be certified as required.

(B) provide and install certificate in elevators and dumbwaiters to indicate that safety inspections have been performed or that documentation is current and where documentation…