Attachment_1_-_Performance_Work_Statement _February_2014.pdf

United States Department of Agriculture February 2014 Western Regional Research Center

Agricultural Research Service Performance Work Statement i

AGRICULTURAL RESEARCH SERVICE

-- PACIFIC WEST AREA--

Western Regional Research Center

Albany, California

TABLE OF CONTENTS

Section Function Page No.

C.1 General Information

C.1.1 Program Areas

C.1.2 Performance Work Statement

C.1.3 Operating Conditions

C.1.4 Training

C.1.5 Interference with Government Business

C.1.6 Identification of Contractor Personnel

C.1.7 Strike Contingency

C.1.8 Conduct of Contractor Employees

C.1.9 Transition of Contract Performance

C.1.10 Safety

C.2 Work Management

C.2.1 Routine Work

C.2.1.2 Preventive Maintenance

C.2.1.3 Additional Work

C.2.1.4 Additional Work Revisions ……………………………………………...10

C.2.2 Work Priorities

C.2.2.1 Priority 1 (Emergency)

C.2.2.2 Priority 2 (Urgent)

C.2.2.3 Priority 3 (Routine)

C.2.3 Estimating Work

C.2.3.1 Preparation of Estimates

C.2.3.2 Labor Estimates

C.2.3.3 Total Labor Cost

C.2.3.4 Material and/or Subcontract Estimates

C.2.4 General Work Management Duties

C.2.5 Quality Control Program

United States Department of Agriculture February 2014 Western Regional Research Center

Agricultural Research Service Performance Work Statement ii

C.3 Administrative Services

C.3.1 Receptionist

C.3.2 Shipping/Receiving and Mail Service

C.3.2.1 Shipping/Receiving Tasks

C.3.2.2 Mail Service Tasks

C.3.3 Vehicle Support

C.3.4 Flag Duties

C.3.5 Lost and Found Property

C.3.6 Key Control

C.3.7 Certifications and Licenses

C.3.8 Registration

C.4 Facilities Services

C.4.1 Maintenance and Repair Services

C.4.2 Housekeeping

C.4.2.1 Housekeeping Tasks

C.4.3 Painting

C.4.3.1 Painting Tasks

C.4.4 Grounds Maintenance

C.4.4.1 Grounds Maintenance Tasks

C.4.5 Fire Protection

C.5 Utilities Services…………………………………………………………………24

C.5.1 General………………………………………………………………….. 24

C.5.2 Electrical Tasks…………………………………………………………. 25

C.5.3 Telecommunications Service and Maintenance

C.5.4 Plumbing and Pipefitting

C.5.5 Heating, Ventilation, Air Conditioning (HVAC) & Refrigeration Tasks ..27

C.6 Government-Furnished Items…….……………………………………………30

United States Department of Agriculture February 2014 Western Regional Research

Center

Agricultural Research Service Performance Work Statement

C.1. General Information

C.1.1 Program Areas

The Western Regional Research Center (WRRC), herein after referred to as the Albany Research

Location, is part of the Agricultural Research Service (ARS) United States Department of

Agriculture (USDA). The Albany Research Location is comprised of six primary entities located at

800 Buchanan Street, Albany, California. These entities and their missions are as follows:

Western Regional Research Center (WRRC) - The mission of the WRRC is to solve researchable food and agricultural problems of national scope. WRRC conducts mission oriented research directed toward maintaining and improving the healthfulness and safety of the food supply, and enhancing the competitiveness and utilization of agricultural commodities through the development of new, improved plant crops, processes and products which are commensurate with sustainable agriculture and maintain or improve environmental quality. The research program of WRRC is administered in eight research units; (a) Bioproduct Chemistry and Engineering, (b) Crop Improvement Utilization, (c)

Exotic and Invasive Weeds, (d) Foodborne Contaminants Research, (e) Genomics and Gene

Discovery, (f) Plant Mycotoxins Research, (g) Processed Foods Research, and (h) Product Safety and

Microbiology. The major WRRC research program areas address:

Health and Safety Issues that range from the identification of food and food constituents which promote health to the alteration and/or removal of components that threaten the safety of the food supply.

New or improved crops processes and products which maintain U.S. competitiveness in world and domestic markets and enhance the utilization of agricultural commodities as well as provide a renewable natural resource base for commercial and/or industrial products.

Environmental Issues which range from research which leads to the development of new/modified crops, adaptive to the changing global ecology, to new and safer methods of protecting crops from various pests.

The goal of the WRRC’s research is sustainable systems for food which insure the production of safe and healthful foods and industrial products while maintaining or improving the quality of the environment. Major interdisciplinary approaches used in pursuing issues of food and agriculture rely on expertise in molecular biology, biochemistry, chemistry, and process chemistry and engineering. Biotechnological approaches focus on controlling or modifying the biosynthesis of enzymes or other constituents which enhance healthfulness and quality of the food supply and the utilization of value-added products, derived from agricultural sources. WRRC has 220 employees

(of about 385 total at the Albany Research Location); 90 of which are PH.D.-level research scientists.

The WRRC Center Director, also, serves as Location Coordinator for the Albany Research Location, and as such supervises various support personnel including the Location Administrative Officer, who manages the WRRC administrative and personnel offices; the Facilities Engineer, who serves as chief engineer for the Albany Location; and Computer Information Services which includes a 3-4 person group overseeing information technology (IT) for WRRC and elements of the Albany

Research Location.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

Western Regional Research Center, Location Support Services - This office has the responsibility for providing administrative services, including personnel, purchasing, and property support, to the WRRC Location.

Plant Gene Expression Center (PGEC) - The mission of the PGEC is to provide the means to control plant gene expression to develop plant germplasm with inherent increased productivity and quality characteristics. The PGEC is a joint venture of the USDA Agricultural Research Service, the

University of California, Berkeley, and the California Experiment Station. This unique laboratory employs both USDA and University of California personnel. The PGEC is structured with a core program of 7 investigations (only 6 are presently staffed), and a consortium program which is the institution for technology transfer into field agriculture. The core programs conduct research on central plant biological problems under the general mandate of the identification, isolation, manipulation, insertion and regulation of expression of genes of agriculturally important traits in plants. The specific programs are (a) the molecular mechanism by which the regulatory photoreceptor phytochrome controls genes expression; (b) the application of transposon technology to elucidate the developmental genetics of plant development; (c) the regulatory control of gene expression during pollen development and the determination of the functions of pollen-expressed proteins during pollen development, germination and pollen-pistil interactions; (d) the development of advanced plant biotechnology tools to manage the molecular biology of heavy metal tolerance and the development of new technology in DNA recombination technologies; and (e) a program on hormonal regulation of plant gene expression with special emphasis on the role of ethylene and auxin; and the use of isolated genes for the investigation of the molecular basis of the host-plant resistance to disease.

The Pacific Southwest Research Station - Headquarters (PSW) - This office has responsibility for research programs in California, Hawaii, and the Western Pacific. The Station Director, Assistant

Directors, and Research Support Services staff have responsibility for planning, direction, evaluation and administrative services for the research programs.

The Pacific Southwest Research Station - Forest Sciences Laboratory (PSW-AFSL) - This laboratory has national and regional responsibility for research in the area of natural resources. The

Research Units comprising the Albany Forest Services Laboratory are (a) Genetics of Western

Forest Trees, (b) Cumulative Watershed Effects and Inland Fisheries, (c) Disease Pests of Forests, (d)

Chemical Ecology of Forest Insects, (e) Forest Insect Population Genetics and Biochemistry, and

(f) Structure and Function of Urban Forests.

The Pacific West Area, Office of the Director - This office has responsibility for programs in

California, Hawaii, Alaska, Washington, Oregon, Idaho, Nevada, and Arizona. The Area

Directors responsibilities include operational planning, direction and evaluation of research programs, and the overall research excellence of the Pacific West program.

The Pacific West Area, Area Administrative Office - This office has the responsibility to provide administrative services to the Pacific West Area on an oversight basis.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.1.2 Performance Work Statement

The performance work statement (PWS) specifies the services required to provide the full range of operational and maintenance support to the Albany Research Location. These services shall be provided to the entire complex, including existing buildings, greenhouses, structures, and appurtenances; renovated facilities and new construction. Facilities operations and maintenance functions shall include, but are not limited to, the areas of work management, preventive maintenance, building maintenance, alteration and repair, installations, grounds maintenance, utilities, including heating ventilation air conditioning and refrigeration, electrical, telecommunications, plumbing; housekeeping; and administrative services. The

Contractor shall provide all labor, supervision, supplies, materials, and equipment (with the exception of those identified by the Government) for facilities operations and maintenance, and administrative support services to the Albany Research Location, including materials such as lubricants, coolants, refrigerants, chemicals and other necessary parts and supplies in providing operations and maintenance support.

The Contractor shall perform all work described in this performance work statement in accordance with all Federal, State, and local laws, regulations, codes, technical manual specifications, manufacturer’s guidelines, USDA and ARS directives. The Contractor shall perform all related services necessary to carry out the provisions of this contract, including quality control, financial control, work order management, management of records, files and libraries of documents including Federal, State and local regulations, code laws, technical manuals, and manufacturers’ instructions and recommendations. The Contractor shall prepare reports, compile historical data, perform administrative work, and submit any necessary information, as specified or requested. The Contractor shall provide facilities design review/assistance on site construction projects, as requested, by the Facilities Engineer (FE).

This in-house review allows Contractor input as to the feasibility of integrating new connections (typically electrical, plumbing and HVAC) into existing utility systems; the

Facilities Engineer prepares/finalizes review comments. Such functions are in direct support of the research mission of the Albany Research Location.

The Government shall provide use of facilities (office and shop space), general utilities and water services, and landline phone service for use in performing contract requirements.

C.1.3 Operating Conditions

Federal holidays observed by the Government are listed below for information. When any holiday falls on a Saturday, the preceding Friday is observed and when any holiday falls on a

Sunday, the following Monday is observed. Observance of such days by the Government shall not by itself be cause for an additional period of performance, or entitlement of compensation except as set forth within the contract.

NEW YEARS DAY LABOR DAY

M.L. KING JR. BIRTHDAY COLUMBUS DAY

PRESIDENT’S DAY VETERAN’S DAY

MEMORIAL DAY THANKSGIVING DAY

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

INDEPENDENCE DAY CHRISTMAS DAY

Other days or partial days designated by Federal statute, Executive Order, Presidential

Proclamation or Government Management.

The Government reserves the right to close the facilities due to safety, health, security, or medical emergencies as necessary. Contractor personnel may be required to remain on duty to maintain the facility in the event of such adverse safety conditions or emergencies. Services are required 24 hours per day, 365 (or 366) days per year, on an uninterrupted basis, including all National and religious holidays. Utility operations and maintenance personnel must provide continuous services.

NOTE: Unless otherwise noted, the regular Government workday at the Albany Research

Location is from 8:00AM to 4:30PM.

C.1.4 Training

The Contractor shall:

(A) Be responsible for all required training and certification requirements of their employees, including OSHA Class III O&M Abatement Worker certification for minor asbestos removal under O&M glove-bag procedures (16-hr initial and 4-hr annual refresher), as appropriate and safety awareness training such as Lead Based

Paint Awareness Training.

(B) Ensure that appropriate Contractor employees performing work under this contract have annual physical examinations including respirator fit exams and training on proper respirator usage.

(C) Provide refresher training in boiler operations, electrical, HVACR, equipment operations, forklift operation, and minor asbestos removal as necessary to obtain/maintain licenses or certifications required by Federal, state and local regulations. The skilled trades (i.e., electrician, HVACR mechanic, boiler operator, mechanic, maintenance worker, carpenter/painter) must possess, at least, relevant journey-level experience. Electricians must be licensed and certified; and HVACR mechanics must have CFC/EPA certification.

C.1.5 Interference with Government Business

The work described in this PWS is to be performed in support of the research conducted at the

Location. The work shall be performed in such a manner that there will be minimal interruption or interference with the proper execution of Government business. Coordinate any interruption of utility/facility service with the Administrative Contracting Officer (ACO) or Quality Assurance Specialist (QAS) at least 2 weeks prior to interruption. The ACO reserves the right to schedule performance of Contractor work during after-hours and weekends should interference/disruption with research become too great during weekday performance.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.1.6 Identification of Contractor Personnel

Contractor personnel must be recognizable while working at the facility and wear company shirts/uniforms and a photo identification badge. These badges shall be prominently displayed at all times and easily distinguishable from badges of Government employees. Contractor’s subcontract personnel must wear identification badges while on site.

Prior to commencement of services under this contract the Contractor shall furnish to the

Contracting Officer, a list of employee names proposed in the performance of on-site work.

During the course of the contract, the names, qualifications/work experience and certifications of any new employee or current employee with a job classification change must be submitted to the Administrative Contracting Officer prior to the start of work.

Display a ‘photo board’ with site contractor employees’ photo, name and job title.

C.1.7 Strike Contingency

The Contractor shall:

(A) Implement a strike contingency plan for the continuation of services required by the contract in the event of a work stoppage, slowdown, or similar action by the

Contractor’s employees. This plan shall provide for the continuation of subcontracted services in the event a subcontractor is unable or unwilling to satisfactorily complete an assignment, or satisfactorily implement their strike contingency plan.

(B) The strike contingency plan must be submitted with the proposal for

Government review and approval. ACO approval is required on any changes in this plan prior to implementation.

C.1.8 Conduct of Contractor Employees

The Contractor shall:

(A) Ensure that each employee and subcontractor adheres to standards of competency, conduct, appearance, and integrity. The Contractor is responsible for complying with

Federal, State and municipal laws, codes, and regulations applicable to the performance of work.

(B) Initiate disciplinary action as necessary with respect to its employees and immediately report to ACO, in writing, any termination of contract personnel and the reason for termination.

(C) Ensure that personnel comply with the Location’s traffic and safety rules and other regulations/instructions pertaining to personnel conduct on Government premises.

The Contractor shall not disturb Government papers in offices or on desks, nor open desks or cabinets, or use telephones or office equipment that is not provided for their use. Contractor employees, including subcontractors, shall obtain authorization from the Project Manager to be on Government premises during after-hours.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

(D) Place their employees on notice that infraction of any of the above rules, regulations, or prohibitions may be grounds for removal from Government premises/property.

(E) Ensure its personnel adhere to conservation policies and turn off lights in unoccupied areas unless otherwise directed. Encourage its employees to look for new opportunities to conserve energy or materials and implement a mechanism for suggestions to be initiated.

(F) Ensure all employees exercise care to wear appropriate protective clothing and equipment during the performance of this contract. The Government furnishes earplugs and standard (plastic) protective eyewear; the Contractor or employee shall be responsible for all other personal safety wear/equipment. Contractor personnel shall, in no event, enter restricted areas except with approval from the

ACO or QAS.

C.1.9 Transition of Contract Performance

(A) Assist the Government in the transition of contract performance within thirty (30) days of the start of contract performance. Such transition tasks shall include, but are not limited to, procedures and operations of the facility, repair and maintenance operations, inventory, records, government furnished property/equipment, and any other operations to become knowledgeable in, and familiar with, assigned areas of responsibility.

(B) Ensure during the transition period that: (1) They shall not interfere with the productivity of the incumbent Contractor; (2) all visits shall be coordinated in advance and arrangements made to be accompanied by a Government employee, and; (3) activities are confined to those which can take place prior to the initial period of performance.

(C) Within 15 days after contract award, and during the contract closeout, the QAS shall jointly prepare an inventory to be used as the basis for turning over Government-furnished items. Thereafter, an annual joint inventory shall be conducted. The

Contractor is responsible for inventory management and maintaining the log of

Government-furnished equipment.

(D) The Contractor is responsible for maintaining an equipment certification log, including test data and actual certification documentation; and an equipment warranty log with documentation of periodic PM as established by the manufacturer to preserve warranties. These logs shall be available during work hours for

Government review. The equipment certification log, warranty log, equipment PM and repair logs/records, and government furnished equipment shall be transferred to the Government upon contract close-out or termination of the contract.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.1.10 Safety

(A) Conduct all work in a safe manner in accordance with the Environmental Protection

Agency (EPA), Occupational Safety and Health Administration (OSHA), Federal, State, county and USDA requirements, and in compliance with the Albany Research

Center Safety Manuals. Citations of the Contractor for noncompliance with environmental standards shall be resolved amongst the Contractor and the issuing office of the EPA, or the state of California. Payment of fines or penalty charges associated with citations issued by Federal, State or local officials will be paid by the party against whom the fines or penalties are assessed. If the Government pays the fines or penalty and the citations are issued due to faulty operation, neglect, or inadequate/improper maintenance practices of the Contractor, the Contractor will be held liable for the cost of the fine or penalty. If the Contractor pays the fines or penalty and the citations are issued without any fault by the Contractor, then upon the submission of proper invoices, the Government will reimburse the

Contractor for the cost of such fines or penalties.

(B) Provide its personnel with a preventive medical program to ensure medical surveillance and consciousness by its employees of the work environment in and around the research laboratories.

(C) The Contractor shall prepare a comprehensive safety plan that outlines company safety policies and practices as well as on-the-job recommendations and expectations for employee wellness and injury prevention. Maintain a safety-training program designed to achieve awareness of safety hazards and corresponding preventive procedures as required by legal regulations. The

Contracting Officer may issue an order to stop all or part of the work if the

Contractor fails or refuses to promptly correct or comply with safety requirements.

(D) Comply with current regulations issued by OSHA, EPA, the National Institute for

Occupational Safety and Health, California Department of Environmental Quality, and the USDA’s General Technical Provisions for Asbestos Hazard Abatement Work.

Ensure that employees performing asbestos work and glove-bag abatement under this contract have annual physical examinations and use respirators while performing such work.

(E) Notify the ACO immediately of accidents considered emergencies; and within four

(4) hours of any accident considered a non-emergency; and provide a written report to the ACO within three (3) days of the incident.

(F) Investigate and report all unsafe acts or hazardous conditions; file report within (1) day with the ACO. Open and maintain a file on the condition; and submit weekly report until condition is resolved.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

(G) Participate in annual site safety inspections. Prepare/list findings and recommend solutions or corrective action to the ACO.

(H) Ensure that tradesmen, receiving and housekeeping personnel are trained in the safe handling, storage, and movement of chemicals, solvents, gases, and fuel (the

Government provides funds for fuel).

(I) Participate in the Environmental Management System (EMS) committee as required by Location management. Provide site recommendations in support of Executive

Orders 13148, Greening the Government Through Leadership in Environmental

Management; Executive Order 13101, Greening the Government Through Waste

Minimization, Recycling and Federal Acquisition; and Executive Order 13123, Greening the Government Through Efficient Energy Management.

C.2 Work Management

General.

The Contractor shall use the existing Government-owned DataStream MP2, 6.1 computerized maintenance management system to identify and track all work requests, schedule and perform preventive maintenance, track labor and material costs, ensure quality control, and schedule personnel. Set priorities, estimate and requisition material, regulate and coordinate work tasks, promote timely scheduling; and ensure availability of labor, materials, facilities and equipment. The DataStream MP2 automated work management system includes software modules for inventory control and purchase order capabilities. The Government will be responsible for maintaining the system server and software upgrades, as well as having input on DataStream MP2 configuration. The computer hardware/software for use by the Contractor is identified in Appendix 8.

The Contractor shall be responsible for updating work management data including the addition/deletion of equipment and entering all work performed through work request/work order on a daily basis. The ACO and QAS will have “read only” access to the management system for obtaining status on work orders and task data.

C.2.1. Routine Work

The operations and maintenance of buildings, grounds, facility systems and support equipment/systems, corrective maintenance/repairs, preventive maintenance, installations, rental equipment, emergency work (may require after-hours response); minor tasks (i.e., less than $4,000) for installations, alterations, modifications and repair of buildings, structures, or equipment is considered routine work; and tasks utilizing in-house labor during business/work hours is considered routine. This work may be initiated by work order/service order and trouble calls.

The Contractor is responsible for costs necessary in providing routine services.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.2.1.2. Preventive Maintenance

(A) Perform preventive maintenance (PM) of buildings and structures, plant and equipment. Work consists of systematic and cyclic checks, inspections, and repairs/corrections/maintenance of minor deficiencies

(less than $4,000) as well as the recording and reporting of deficiencies beyond the scope of PM. Historical data indicating average quantities of

PM are shown in Appendix 6.

(B) Develop and maintain a PM Plan. The PM plan should include a listing(s) of items and components to be maintained; inspection and maintenance schedules and shutdown schedules. The schedules will remain constant except for equipment additions or deletions.

(C) Develop the PM plan in accordance with the following order of precedence:

(1) manufacturers' recommendations and standards; (2) Federal, State and

Local codes and industry standards; and (3) good laboratory practices. The plan shall include a listing(s) of items and components to be maintained;

inspection and maintenance techniques; personnel performance schedules;

system shutdown and coordination requirements, as necessary; PM checkpoints, services, and frequencies; and recording methodology. Prior notification shall be given to the ACO of planned after-hours work

(other than boiler operations).

(D) Maintain PM and repair records on all building equipment and systems. The records shall include scheduled and accomplished dates, and be made available to the Government. Logs, records, checklists, and any other documentation maintained by the Contractor shall be available during normal work hours for

ACO/QAS review.

(E) Execute the PM program and maintain documentation accurately and up to date. Update the PM program as necessary to reflect changes in equipment inventory, with such updates being subject to ACO approval.

(F) Determine and initiate a PM Program on all new equipment and systems;

proposed revisions shall be provided to the ACO for approval within 15 days after the need is identified by the Contractor.

(G) Submit a report of scheduled PM, completed PM, and outstanding PM to the QAS on a monthly basis.

(H) The Contractor shall inform of an equipment malfunction to the ACO, FE and QAS within 2 hours after detection of equipment failure/ malfunction and submit an equipment malfunction report within two

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement business workdays. This report shall include a description of the equipment including serial number, the date of failure, an assessment of the failure, system(s) affected by the failure and action taken.

C.2.1.3 Additional Work

Additional Work is defined as major fabrication, modification, alteration or repair of plant, facilities, buildings and structures that exceeds $4,000. Routine work that exceeds $4,000 will be treated as additional work. The Government may request the

Contractor to provide detailed plans, engineering design, time schedules and cost estimates; and perform the work to accomplish both construction and nonconstruction support projects. Work orders and cost proposals are required for additional tasks.

Additional Work shall be submitted to the ACO for review prior to release to the

Contractor for estimating; original quotes and invoices are required for materials and subcontracted work. The Additional Work shall be completed and inspected by the

Contractor prior to inspection and acceptance/approval by the Government for payment. The Contractor shall not exceed the approved estimates for labor and material without prior approval from the Government. Service contract wage rates and/or Davis-Bacon wage rates apply to this work.

All damage caused by storms, floods, wind, hail, earthquakes, etc., requiring more than $4,000 will be handled by additional work order. Additional Work will be initiated by work orders approved by the ACO. The QAS or ACO will review Additional Work, and assign priorities. The Contractor shall schedule

Additional Work for completion in accordance with assigned priority.

Changes to additional work require ACO approval.

C.2.1.4 Additional Work Revisions

Alterations and changes to additional work requests may be made by Government fund holders and approved by the ACO.

C.2.2 Work Priorities

C.2.2.1 Priority 1 (Emergency)

‘Priority 1’ maintenance and repair work requires immediate action, including diverting personnel from other jobs. Usually 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 pursued on a continuous basis until permanent repairs are completed unless otherwise directed by the ACO. The Contractor shall maintain or provide essential services to critical equipment and facilities or environmental conditions, or as otherwise required by the ACO.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.2.2.2 Priority 2 (Urgent)

‘Priority 2’ work shall be accomplished by the first available craftsman. Personnel shall not be diverted from scheduled work. This work shall start within one workday and be completed within five working days, unless otherwise authorized by the ACO.

C.2.2.3 Priority 3 (Routine)

‘Priority 3’ work shall be accomplished in the most economical and efficient manner, on a

“first come-first serve” basis. Prompt response to routine work is essential for smooth operation of research and support elements. At a minimum, 50% of these requests shall be completed within ten working days of receipt. The remainder shall be completed within fifteen working days unless otherwise authorized by the ACO. Routine work requests may be either oral or written. Routine work does not require prior ACO approval for scheduling or commencement of corrective action.

C.2.3 Estimating Work

C.2.3.1 Preparation of Estimates

The Contractor shall prepare all estimates in a standardized format approved by the ACO. All estimates must be documented. The Contractor's estimates will be evaluated to determine if

(1) the scope has been clearly and accurately identified; (2) additional work has been properly estimated and supported with appropriate documentation; (3) labor and equipment/material estimates are reasonable and properly documented; (4) unit prices and proper wage determinations used for estimating; and (5) estimated completion schedules provided.

C.2.3.2 Labor Estimates

Labor estimates shall be expressed in man-hours by trade/craft. Estimated man-hours shall be supported from a documented source. All estimates for labor shall be clearly identified in the appropriate wage determination and work classifications verified by the Contractor.

C.2.3.3 Total Labor Cost

The total labor cost estimate will be determined by totaling the time for each craft and multiplying the appropriate hour unit price from Schedule B for the appropriate wage rate of Service Contract Act or Davis-Bacon Act. This procedure shall be followed for each craft required to perform the job including the sum of all crafts involved.

C.2.3.4 Material and/or Subcontract Estimates

The estimated material cost shall be based on current pricing data or from vendor quotations.

Vendor quotes shall be obtained from no less than three vendors for material and subcontract estimates exceeding $2,500. Documentation of quotation and actual invoices shall be submitted as evidence with cost estimates.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.2.4 General Work Management Duties:

(A) Maintain a point of contact to be present at the Albany Research Location for receipt of work orders during workdays from 8:00AM – 4:30PM.

(B) Review each work request for completeness, understanding, and clarity. Vague and incomplete work requests shall be returned to the QAS for description/additional information. ACO and FE approval is required for work requests that alter/modify the building or building systems. ACO or QAS approval is required for work requests to relocate equipment or furniture for proper coordination with the government Administrative/Property Assistant.

All additional work orders will be issued by the QAS or ACO to the Contractor. They will be in sufficient detail, with descriptions of work and sketches or drawings as necessary, to allow the Contractor to develop an estimate of man-hours, materials, and comply with established priority. The estimate of time and materials for additional work will be approved by the ACO prior to scheduling and commencement of work.

(C) Develop and submit weekly Work Order Report on all work in the backlog to the

ACO, including a schedule of all routine and additional work by assigned priority, and work status. Schedules shall indicate work order number, status, work order type (e.g., routine or additional), task description, requestor and research group, and the estimated completion date. The ACO or designated Government Official will inspect the work schedule and revise to meet specific Location needs.

(D) Ensure that work to be redone is not assigned and treated as “new work,” but counted as part of the original work order; and deficiencies documented and additional time noted. The Contractor shall re-perform all nonconforming/negligent or defective work.

(E) Maintenance materials, tools/equipment and spare parts shall be procured, stored, and controlled in an effective and efficient manner. The Contractor is responsible for purchasing and maintaining tools and equipment beyond the Government furnished equipment in Appendix 8. Contractor purchased tools becomes Contractor property.

C.2.5 Quality Control Program

(A) Establish and maintain a Quality Control Program to ensure the requirements of the contract are provided as specified and a record of performance can be inspected by the

Government to ensure compliance.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

(B) Ensure the program includes: 1) a quality control inspection system covering all required contract services; 2) a method of identifying deficiencies in the quality of services performed and corrective actions to prevent recurring unsatisfactory or deficient performance.

(C) Maintain a record of all Quality Control inspections, results and any corrective action. This file shall be made available to the ACO and QAS at all times.

(D) Enter all QC inspection reports into the work management system.

(E) Upon receiving any complaints, including negative QA monitoring forms, the contractor shall: (1) notify the ACO, (2) investigate the complaint, (3) take appropriate corrective action, (4) report resolution to the ACO and QAS within 5 working days and document how the Contractor’s QCP will prevent a similar complaint in the future.

(F) Report the overall service level via customer satisfaction results as a part of the monthly report, including the metrics and AQL’s in the QASP, Attachment 1.

C.3 ADMINISTRATIVE SERVICES

GENERAL

The Contractor shall be responsible for receptionist services, shipping/receiving, mailroom operations and vehicle support at the Albany Research Location.

C.3.1 Receptionist

The Contractor shall provide receptionist support, in directing visitors, maintaining the visitor sign-in/out log and routing telephone calls to appropriate personnel. This support is stationed in the Main Building lobby continually from 8:00AM to 4:30PM, Monday through Friday, except Federal holidays.

(A) Ensure that unauthorized persons are not permitted into the building and report unauthorized entry immediately to the WRRC Administrative Officer (AO).

(B) Take messages, receive packages, and make telephone calls as necessary; periodically make visual checks of the security monitors and report malfunctions to the work order desk. Operate the intercom system.

(C) Maintain a visitor log assuring that all guests register in and out. Ensure that visitor entries are complete and legible prior to issuing (temporary) ID badge; visitors must show photo identification and reprint name if necessary. Visitors shall be detained in the lobby for Government escort. Receptionist must be familiar with all areas of the buildings and surrounding grounds to ensure a quick response to emergency calls.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.3.2 Shipping/Receiving and Mail Service

The Contractor shall provide shipping/receiving and mailroom service for all incoming and outgoing mail and parcels. All mail shall be handled in accordance with applicable US Postal

Regulations. Outgoing government mail/packages, including express mail, is paid by the

Government. This support is provided during the hours of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays (shipping/receiving and mailroom are co-located in the same room).

C.3.2.1 Shipping/Receiving Tasks

(A) Receive, unpack and verify all Procurement Office orders/deliverables; bar-code and enter all chemicals into the Government-owned computerized chemical inventory and management (CHIM) system. The CHIM system is utilized to monitor/track incoming chemicals and gases from receipt through disposal (approximately 20 per week). Customer orders/packages and express mail will be hand-delivered to requestors; the Contractor is responsible for document accountability. Deliveries for maintenance operations and new projects will be transported to appropriate storage areas.

(B) Check each shipment against appropriate purchase documents or requisitions for quantity, accuracy and condition; complete and sign the receiving report and send it to the appropriate procurement office; incomplete or damaged shipments will be noted on the receiving report and communicated to the customer; and a copy of the receiving report and/or the packing list sent to the appropriate procurement office.

(C) Priority/Express mail (e.g., FedEx), UPS parcels, and items marked “perishable” or

“refrigerate” shall be delivered to the requestor within one hour of receipt and the recipient shall sign appropriate receipt documentation. Routine packages shall be delivered to requestors within the same workday of receipt.

(D) Attach government property labels on capitalized/accountable property (i.e.

acquisitions over $5,000) and submit a copy of the purchase order, property tag/number and applicable information to the Administrative Property Assistant.

(E) Package, crate, ship outgoing material/parcels and equipment; notify the Procurement and Property Office for the proper shipping documentation; maintain logs of outgoing materials including arrangements made with the appropriate carrier. The Government pays for USDA-generated shipments.

(F) Monitor and maintain cylinder and ‘house’ gases, dry ice, laundry (towel) exchange, and copier supplies for central copy rooms 0020 and 2029 in the Main Building; copier supplies will be delivered to the West Annex Building upon request. Assist with

Room 0020 copier support and paper shredder (e.g., paper jams, empty shredder bag as needed). The Government provides funds for compressed/bulk gases, dry ice, shredder supplies, copy paper and copier supplies; the Contractor shall be responsible for providing laundry (towel) service as routine work under the contract.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.3.2.2 Mail Service Tasks

(A) Monitor the meter (mail) machine to ensure adequate postage (the Government pays provides for postage and postage meter rental fees). Approximately 5 - 30 pounds of incoming first class and bulk mail are distributed each day; and 0 - 3 pounds of outgoing mail is metered each day.

(B) The US Post Office delivers incoming Location mail approximately 11:00AM. The

Contractor is responsible for placing mail/items in appropriate addressee box/slot/bin for interoffice distribution. First class mail shall be distributed within 3 hours of receipt each workday; bulk or third class mail shall be distributed by second workday of receipt.

(C) Outgoing express mail/packets will be processed by Government staff for pickup by the postal carrier; carrier picks up express mail each workday at approximately

3:00PM.

(D) Outgoing mail shall be sorted into three categories - international, domestic and pouch mail, and processed for postal pick-up each workday.

1. International mail shall be weighed, customs slip filled out and attached

(if necessary), postage affixed by meter and placed in mail bag/box.

2. Domestic mail shall be weighed, metered, postage affixed and placed in mail bin/box.

3. Pouch mail should be consolidated and appropriately addressed/metered for mailing.

(E) Outgoing mail is picked up from the mailroom by the US Post Office each workday at approximately 3:00 PM.

C.3.4 Vehicle Support

(A) Schedule/reserve Government-owned vehicles (4 each); maintain a daily dispatch record with the name of the person the vehicle is assigned to, time out, destination, time in, and ending mileage. The Location submits vehicle reservation/request forms for use of government vehicles; the average usage is 0 – 1 vehicle per day. Ensure vehicle operation records, including mileage, maintenance and repairs are maintained on a daily basis through use of the ARS Form 715 (booklet). These booklets shall be submitted to the ACO upon completion.

(B) Report (verbally or electronically) odometer readings of each vehicle to the General

Services Administration on a monthly basis.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

(C) Contact GSA for instructions on where to take vehicles for maintenance/repairs (the

Government is responsible for fuel and vehicle repair costs). When service is due

GSA will send the required maintenance service forms for each vehicle. Survey exterior condition and report any damage to ACO/QAS within 24 hours of inspection and file report documentation to GSA.

(D) Wash and clean vehicles (interior and exterior), refuel, and service vehicles as needed;

also monitor fluids, tires, etc., as necessary.

(E) Deliver/pick-up (exchange) GSA fleet vehicles as needed (approximately one vehicle every 18 – 24 months from local AMPORTS (GSA exchange facility).

C.3.5 Flag Duties

The Contractor shall raise (by 6:30AM) and lower (at 5:00PM) Government-furnished flag according to regulations or as modified by the Administrative Contracting Officer. There is one flagpole at the Albany Location.

C.3.6 Lost and Found Property

The Contractor shall ensure that all articles of personal or monetary value found on the premises by the Contractor’s employees are tagged to identify the date and the location at which they are found and turned over to the Administrative Contracting Officer.

C.3.7 Key Control

The Contractor shall:

(A) Establish and implement methods to ensure that all keys issued by the Contractor and approved by the Government are controlled and accounted for, and are not issued to unauthorized personnel.

(B) Manage, control, issue, and keep records for all keys. No keys shall be duplicated without ACO or AO approval.

(C) Report the occurrence of a lost key or cardkey immediately to the Administrative

Contracting Officer; and prohibit the use of Government-issued keys by any persons other than the Contractor’s designated employees.

(D) Replace the core/lock at no cost to the Government if the Contractor loses a key; a lost master key requires all locks and keys for that system to be replaced by the

Contractor with the total replacement cost borne by the Contractor.

(J) Prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than the Contractor or Government employees engaged in the performance of assigned work in those areas.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.3.8 Certifications and Licenses

(A) Ensure that Contractor personnel possess all the requisite training and certifications for journey-level status/skills in such areas as boiler operations, electrical, HVACR, asbestos removal, lead-based paint safety awareness, respirator fitness tests, equipment operations (heavy equipment, forklift, etc.), and submit proof to the Administrative

Contracting Officer (ACO) prior to commencement of services.

(B) Ensure that all Contractor personnel operating equipment/vehicles in the performance of work under this contract are properly licensed for operation of each equipment/ vehicle type with which they will work.

(C) Update all licenses and certifications prior to their expiration in a manner that is not disruptive to accomplishing the work of the Albany Research Location.

(C) Inspect, test and certify all equipment in accordance with Federal, state and local codes and submit certifications to the Administrative Contracting Officer. These certifications include but are not limited to: elevators, fire alarm system, fire extinguishers, emergency generators, above-ground and underground storage tanks, backflow preventers, boiler/pressure vessels, respirators, and biological safety cabinets. Refer to Appendix 10 for equipment certification and frequency.

[Fume hoods will be inspected and certified by the Government; adjustments and/or repairs will be performed by the Contractor.]

C.3.9 Registration

All Contractor employees shall register with the Administrative Contracting Officer before starting work under the contract. The Contractor shall maintain a daily sign-in/sign-out register for visitors and subcontractor employees and ensure visitor ID badges are provided.

Contractor shall also require on-site subcontractors to submit Form ARS 230 (Non-citizen

Data Sheet) to ACO/QAS as necessary.

C.4. Facilities Services

General

The Contractor shall perform the following general services (maintenance, installation, repair, etc): carpentry, masonry, painting, and locksmith services. All debris associated with O&M construction, modification, repair, or maintenance shall be removed from the facility by the

Contractor; excess metals shall be recycled. Excess materials shall be stored for future use when in good shape and could be reused. All work must be in accordance with applicable building codes such as those of the city, county, state, national and trade.

United States Department of Agriculture February 2014 Western Regional Research

Agricultural Research Service Performance Work Statement

C.4.1 Maintenance and Repair Services

(A) Assemble, disassemble, relocate, mount/install, cut, shape, erect, repair and maintain, wood, and non-wood items and structures, including but not limited to:

Door and door frames Window pane/frame repair, replace

Structural joints Hardware-locks, closers, stops

Sheet metal closures Staircases, awnings, shades

Interior walls and trim Cabinets, bookcases

Subflooring Shelving

Welding, caulking Masonry structures

Tiling (Ceiling & Floor) Roofing/gutters/flashings

Carpeting Trusses, beams, rafters

Furniture/equipment Fire extinguishers, fire hoses

Systems furniture Wall decorations, pictures, etc.

Fencing Tool-shop fabrication/assembly (e.g. cut holes/dies in plexiglass, metal, wood, etc.)

Exterior deck/tables/benches Flagpole /halyard/lanyard/pulley system

(B) Maintain, modify, adjust and repair roofs that are built up, shingle, single-ply, rolled, metal, or membrane, including repairs, flashings, repair and clean gutters and down spouts, and maintain lightning protection systems. The Main

Building north wing and part of the south wing, West Annex Building, and the

Service Building roofs are under warranty.

(C) Maintain and repair floors (finished and unfinished) and floor coverings/baseboards including linoleum, tile, carpet, concrete, and other masonry products in accordance…