J.1 Senate Parks Fountain and Pool O&M PWS.pdf

i

Senate Parks Fountain and Pool Operations and

Maintenance

Performance Work Statement (PWS)

Architect of the Capitol (AOC)

Capitol Grounds and Arboretum

July 2024 i

CONTENTS

1.0 PROJECT TITLE – SENATE UPPER AND LOWER PARK FOUNTAINS AND POOLS

MAIN

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 APPLICABLE POLICIES, STANDARDS, AND REFERENCE DOCUMENTS

5.0 TASKS – PREVENTATIVE MAINTENANCE AND FACILITY SUPPORT SERVICES

5.1 PHASE-IN DEFICIENCY REPORT

5.2 GENERAL MAINTENANCE REQUIREMENTS

5.3 PREVENTATIVE MAINTENANCE REQUIREMENTS:

5.4 SERVICE CALLS

5.5 SPECIFIC MAINTENANCE AND SERVICE REQUIREMENTS

5.6 DAILY TASKS OR AS REQUESTED BY COR/POC

5.7 QUARTERLY MAINTENANCE CHECK LIST

5.8 WINTER OPERATION

5.9 WATER TREATMENT

5.10 LIGHTING SYSTEMS

5.11 PLUMBING SYSTEMS

5.12 MECHANICAL SYSTEMS

5.13 ELECTRICAL SYSTEMS

5.14 MAINTENANCE REPORTING REQUIREMENTS/MAINTENANCE LOG

5.15 GENERAL MASONRY CLEANING

5.16 MAJOR MASONRY CLEANING

6.0 DELIVERABLES AND DELIVERY SCHEDULE

6.1 Kick-Off Meeting

6.2 Phase-In Plan

6.3 General Maintenance Plan

6.4 Weekly Status Report

6.5 Monthly Status Report

6.6 Government Furnished Equipment / Property (GFE/GFP) Inventory Report .. 13

6.7 Transition-Out Plan

6.8 Delivery Instructions

7.0 QUALITY CONTROL PLAN (QCP)

8.0 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

9.0 CONTRACT TYPE

10.0 PERIOD OF PERFORMANCE

11.0 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

12.0 OTHER DIRECT COSTS (ODC)

ii

13.0 TRAVEL

14.0 KEY PERSONNEL

14.1 Project Manager

14.2 Site Superintendent

15.0 SUBSTITUTION OF PERSONNEL

16.0 PERSONAL SERVICES

17.0 INVOICING

18.0 SECURITY

19.0 SAFETY

20.0 ENERGY EFFICIENCY / COMPLIANCE

21.0 SUSTAINABILITY

22.0 POINTS OF CONTACT

23.0 ACRONYMS

1.0 PROJECT TITLE

Senate Upper and Lower Park Fountains and Pools Maintenance

2.0 BACKGROUND

Established as a permanent office in 1876, the Architect of the Capitol (AOC) provides permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The AOC is responsible for the maintenance, operation, development, and preservation of 18.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S.

Capitol Building and Visitor Center, House and Senate office buildings, the Library of Congress, the Supreme Court of the United States, the Botanic Garden Conservatory, and other facilities. The AOC also provides professional expertise regarding the preservation of architectural and artistic elements and provides recommendations concerning design, construction and maintenance of the facilities and grounds. These facilities contain valuable heritage assets that must be properly preserved by the AOC, including 34 water features (e.g., fountains, pools). Seven jurisdictions within the AOC separately manage the water features under their respective cognizance.

As part of the Senate Underground Garage Renovations and Landscape Restoration Project completed in 2021, the fountains and pools at the Senate Upper and Lower Parks were renovated and reconstructed.

Although the renovated fountain/pool monuments remain consistent to the historic fabric, the reconstructed piping and maintenance system is in a new configuration. Previously the Central Fountain and Cascading Fountains were a single connected system with all the piping and treatment localized at the surge tank located within the Central Fountain. As part of the renovations, the systems were separated and are operated, serviced, and maintained independently.

The AOC requires contractor support to operate and provide all preventative maintenance and facility operation for the water features identified in this PWS.

3.0 SCOPE OF WORK

The AOC requires a Contractor to operate and perform all preventative maintenance and facility support services identified in this Performance Work Statement (PWS) to the Upper Senate Park Central Fountain, Senate Park Cascading Fountain, and Lower Senate Park Reflecting Pool. The Contractor shall be required to provide all supervision, labor, equipment, supplies, chemicals, and materials necessary to perform all mechanical, electrical, plumbing, and repair services to properly operate and maintain the pools and fountains that are part of this contract.

The objective of this contract is to ensure that the pools and fountains at these monuments and memorials maintain proper water quality, operate clean and clear, and are fully functional features for the enjoyment of the visitors. It is also an objective that these features be maintained in a manner to prevent undue cost to the Federal Government from lack of proper maintenance. Proper water quality to operate clean and clear (aesthetic criteria) includes: no algae, no debris, no cloudiness, no sediment, no organic growth of any kind on any surface, no odor of any kind, and no calcium/efflorescence build-up.

Services are to include opening and closing the water features, general preventative maintenance and repair of supporting systems (including, but not limited to, automatic chemical feeder systems and associated electrical systems), bi-annual major masonry cleaning, general cleaning debris removal, pressure washing, general servicing, off-site chemical storage and supply, and all associated draining and refilling as necessary.

Contractor shall perform winterization to be coordinated through the AOC at the end of the season to ensure fountain systems are properly shutdown.

4.0 APPLICABLE POLICIES, STANDARDS, AND REFERENCE DOCUMENTS

• AOC Senate Underground Garage Fountains and Pools Operations & Maintenance Manuals dated October 2021 (attached);

• SUG Fountain As-Built Drawings and Specifications (for reference only);

• AOC Historic Preservation Guidelines;

• AOC Cyber Security Standard (CSS); and

• AOC Web Standards and Guidelines.

The Contractor shall not deviate from any of the above documents without express approval granted by the Contracting Officer’s Representative (COR).

5.0 TASKS – PREVENTATIVE MAINTENANCE AND FACILITY SUPPORT SERVICES

5.1 PHASE-IN DEFICIENCY REPORT

Within two (2) weeks of contract award, the Contractor, COR, and/or Point-of- Contact (POC) shall perform a complete and systematic inspection of all lighting, electrical, water distribution, utility systems, structural components, chemical feed systems, pumps, meters, and equipment covered by this contract. The Contractor shall submit to the COR/POC, within two (2) working days after each site is inspected, a deficiency report on any needed repair or issue found or presented during the initial inspection. All inspections must be complete within 30 days of contract award.

Note: Preparation of the report of existing deficiencies and known deficiencies does not eliminate the requirement to perform all service calls, incidental repairs, and scheduled preventative maintenance outlined otherwise in this

PWS.

5.1.1 The current chemical feed system for chlorine is not operating properly and has been turned off. When chlorine tablets are added, the system produces an unacceptable level of chlorine gas into the pump room. The Contractor shall evaluate the current system and propose a repair process to either repair the system and/or replace the system to have it in a safe working condition.

Chemicals will need to be manually added at the fountain ground level until the system is operating correctly. This proposal shall be submitted within four (4) weeks of contract award.

5.2 GENERAL MAINTENANCE REQUIREMENTS

5.2.1 The Contractor shall be responsible for establishing and executing an effective system for accomplishing daily, weekly, and other scheduled preventative maintenance and unscheduled maintenance and repairs.

5.2.2 The Contractor shall submit their General Maintenance Plan to the COR/POC for approval within 45 days of contract award. The General Maintenance Plan shall include at a minimum:

i. Proposed maintenance schedule for each site.

ii. A comprehensive list of all equipment (makes, models and specifications) and the proposed maintenance requirements to be performed on the equipment for each site.

iii. Proposed daily schedule stating the times each site shall be serviced.

5.2.3 The agreed upon maintenance schedule and maintenance requirements shall be implemented and incorporated into the contract through no-cost contract modifications.

5.3 PREVENTATIVE MAINTENANCE REQUIREMENTS:

5.3.1 Preventative Maintenance shall be scheduled and performed according to the manufacturer’s recommended preventative maintenance stated in the Operations and Maintenance Manuals (O&M Manuals), warranty instructions and conditions, best practices of the industry according to standards set forth by the American Society of Mechanical Engineers (ASME), or as directed in this

PWS.

5.3.2 Preventative Maintenance scheduled for each month must be completed during that month. The Contractor must submit in writing a request for deviation from the approved schedule with a justification to the COR/POC for approval. If a request is denied, no deviation will be accepted.

5.3.3 Preventative Maintenance accomplished by the Contractor during the month shall be included in the Monthly Status Report with dates when work was completed and a detailed report of what was performed and/or observed during the preventative maintenance.

5.3.4 For any major preventative maintenance work that requires opening, dismantling, or shutting down any part of the system necessary to perform work (examples of equipment may include, but are not limited to pumps, treatment equipment, electrical equipment, and such equipment as determined critical by the COR/POC):

a. The COR/POC must be notified in writing at least 24 hours in advance of when scheduled work is to be performed.

b. The notification must include the length of time for the proposed shut down.

c. Repairs that may cause tenant disruption due to the nature of the repair shall be performed outside of official facility occupancy hours as needed.

d. For any delays that require an extended time beyond the initial notice, the Contractor shall inform the COR/POC in writing of the continued delay with a revised estimated time frame for completion.

5.3.5 The COR/POC shall immediately be notified of all damaged facility system(s), Government property, disrupted Government operations, and any personal injury.

5.4 SERVICE CALLS

5.4.1 The Contractor shall respond to all service-related calls by the next business day and such response shall be at no additional cost to the Government as needed.

5.4.2 All labor and operational costs shall be covered under the preventative maintenance and operational support services monthly costs.

5.4.3 Contractor to identify hourly rate for out of contract additional/emergency repairs that fall outside the standard tasks outlined in this PWS.

5.4.4 Any additional work identified during a service-call that is beyond the requirements outlined in this PWS may be addressed via contract modification or through a separate Task Order.

5.5 SPECIFIC MAINTENANCE AND SERVICE REQUIREMENTS

5.5.1 Perform Spring Start Up – Includes performing preventative maintenance inspections on all pumps, motors, filters, and/or chemical feeders. All fountains and pools shall be fully cleaned before water is added. Spring Start Up is expected to take place in March as directed by the COR, but no later than April 15th. This is dependent on events and weather.

Note: Spring start up is not applicable during the base year. Fountains were opened for spring and reflecting pool will be running by contract award.

5.5.2 Maintain clean and healthy water features, which includes clear water circulating through the pump and filtration system throughout the season. This will require daily skimming of pools to remove all trash and organic debris. All coins recovered from pools and fountains are Government property and shall be turned over to the COR for proper handling.

5.5.3 Perform daily inspections, clean filters, and manage system controls as necessary to maintain clear and sanitized water.

5.5.4 Clean pools manually while in operation with brushing (soft nylon bristle brushes only, wire brushes are prohibited) to remove buildup so that chemicals and equipment can treat, filter, and maintain water quality. All brushes must be approved by the AOC COR before application. Manually brush the surfaces of the water features according to aesthetic criteria. The water feature shall be free of unsightly calcium deposits and other buildup. Common situations requiring manual brushing include, but are not limited to, the following:

a. Scale (to include efflorescence), algae, and debris at the pool water level;

b. Residue buildup at the outer edges of the water walls; and

c. Stone/concrete surfaces in and around the perimeter of the pool.

5.5.5 Supply and apply aquatic maintenance chemicals and controls as necessary to maintain clear water quality during season. Provide updated Safety Data Sheets (SDS) for all chemicals brought onto Capitol Grounds. The Contractor shall have a written safety plan in place prior to the use of any chemicals on-site. All chemicals must be approved by the AOC COR before application.

See specification section 040140.52 Stone Cleaning for specifications on cleaning methods and products to be used on stone.

5.5.6 Maintain proper pH balance in water features and provide daily chemical analysis of water quality readings (minimum 6 days per week). The daily water quality readings must be provided to the COR weekly and/or upon request. At a minimum, the Contractor must take free chlorine or bromine reading (if applied), pH, temperature, and time of testing. When water quality issues are encountered, additional testing shall be performed, to include at a minimum:

alkalinity, total chlorine, additional acid test, etc. as required.

5.5.7 Perform calibration of chlorine injectors and other automatic chemical feed equipment as needed to adjust for desired water quality levels as indicated in section 5.6.4. Contractor shall perform regular maintenance and cleaning of sensing probes and other treatment equipment as required per the manufacturer’s specifications.

5.5.8 Control all algae bloom formations and remove all debris from water features daily (minimum 6 days per week). Vacuuming to be performed as needed when debris piles are present on the bottom of any pool/fountain. Additional vacuuming may be requested by the COR if large amounts of debris have been found during daylight operational hours. Fountain and pool bottoms must remain clean at all times. Both pump rooms have automatic backwash of sand filters. However, additional backwash shall be completed when needed to prevent a large pressure differential and to maintain the quality of the sand.

Contractor shall also inspect strainer baskets daily, and manually open and wash down the baskets and screens to clear all debris. Contractor must drain and steam clean or power wash pool bottom if an algae bloom occurs. Then re-fill pool and maintain operations. Coordinate approval through the COR for any water feature requiring draining or disruption to operations. After receiving direction from the COR, the Contractor will have a maximum of four (4) business days for the Reflecting Pool and two (2) business days for the Fountains to correct the issue within 24 hours after the event (unless deemed an emergency response).

5.5.9 Provide on-site inspection within one (1) business day following the end of major storms and/or other weather events causing runoff or flash flooding.

Perform maintenance and cleaning as necessary to ensure the pools and fountains are free from debris. Inspect the pump rooms to ensure all equipment is operating properly.

5.5.10 Provide winterization shutdown/drainage of all water features. Winterization is expected to take place in November (no earlier than October 30th) as directed by the COR. This is dependent on events and weather. Shut down and clean pools and fountains ensuring all plumbing, mechanical, and treatment systems are winterized as needed. Provide a list of needed maintenance, materials, (i.e., belts, gaskets, lubricants, etc.) that will be needed for the next season startup and preventative maintenance. Contractor to grease all pumps after shutdown/drainage of water features. Return all historic copper drain valves to the COR.

5.5.11 The Contractor shall provide all housekeeping and sanitation work for pump rooms, vaults, pits, and all associated equipment within these structures assigned to this contract. The Senate Upper and Lower Park Fountains and Pools have two (2) pump rooms. All sites are to be maintained in a clean and safe manner.

5.5.12 If fountains/pools or sites close for construction projects, the Contractor will be issued a stop work notice for the sites and a start notice once the sites are returned to operation.

5.6 DAILY TASKS OR AS REQUESTED BY COR/POC

5.6.1 The Contractor shall clear all debris from water features daily (i.e., leaves, sticks, silt, sand, stones, grass clippings, trash, etc.). Vacuum small debris prior to brushing the pool. Contractor shall provide their own means for vacuuming. The AOC will not provide a vacuum for use. The AOC will provide electricity for the operation of vacuum equipment. The COR will direct the Contractor if this task needs to increase in frequency. Work shall be completed before 10:00 AM to reduce impediment to visitors and staff.

5.6.2 Inspect and clean the basket strainers daily. More frequent attention and cleaning shall be required during windy periods and after events when debris is blown or thrown into the water feature.

5.6.3 Check the chemical levels and operations daily to maintain a properly treated system.

5.6.4 Test and record the following water quality parameters and compare to the values measured by the water treatment controller daily (comparison is only required if one is available). Ensure levels are maintained per the following:

a. Chlorine – 2ppm minimum, 2-4ppm ideal, 10ppm maximum (confirm levels)

b. pH – 7.2 minimum, 7.4-7.6 ideal, 7.8 maximum

c. Alkalinity – 80 minimum, 100-150 ideal, 180 maximum

d. TDS – 300 minimum, 2,000 maximum

5.6.5 Record the water meter reading for water usage.

5.7 QUARTERLY MAINTENANCE CHECKLIST

5.7.1 The Contractor shall check all circuit breakers to confirm none have tripped. If any breakers have tripped, isolate, and correct the problem.

5.7.2 Check mechanical pump seals for leaks or deterioration.

5.7.3 Inspect sand filter bed. Replace the filter sand once during the five (5) year contract period as directed by the COR.

5.7.4 Manually test the automatic filter backwash system where applicable.

5.7.5 Check the settings of the pump and time switch circuits where applicable.

5.7.6 Clean all debris from the equipment space.

5.7.7 Clean and calibrate water treatment sensors according to the manufacturer’s recommendations.

5.8 WINTER OPERATION

5.8.1 The Contractor shall ensure pools are drained properly, all equipment is winterized, and pipes are empty to prevent freeze damage.

5.9 WATER TREATMENT

5.9.1 The Contractor shall provide equipment, chemicals, filters, services, and automatic applications required to control corrosion, scale, algae, and slime in all water systems identified in this PWS.

5.9.2 Water treatment systems will include fountain and pool control systems. The treatment initiated by the Contractor must be one that has been specifically formulated for each system according to the recommendations of a qualified Water Treatment Specialist, and in accordance with the Senate Underground Garage Fountains and Pools Operations & Maintenance Manuals dated October 2021. Chlorine and pH levels must be measured with a calibrated digital meter.

5.10 LIGHTING SYSTEMS

5.10.1 The Lighting system refers to lights in pools/fountains and within cisterns and mechanical rooms related to this contract where the work is performed.

5.10.2 The Contractor shall conduct weekly site inspections to ensure fixtures are performing as expected and to recommend and replace defective equipment.

The inspection includes confirming the programming cycles are maintained on the lighting system. Submit a written report every month with the monthly status report.

5.10.3 LED assemblies shall be replaced as they fail. Contractor shall furnish and install all replacement parts.

5.11 PLUMBING SYSTEMS

5.11.1 The Contractor shall ensure all plumbing is in working order, is leak free, and clog free during the duration of this contract.

5.11.2 The Contractor shall remove any debris from floor drains and ensure they stay clog-free and function properly.

5.11.3 Contractor shall perform all preventative maintenance on sump pumps and pits ensuring they function correctly and remain free flowing.

a. Contractor shall perform weekly inspections of sump pumps and pits, checking functionality manually.

b. Ensure all debris is removed from pits as needed and/or required.

5.12 MECHANICAL SYSTEMS

5.12.1 The Contractor shall be responsible for the proper preventative maintenance of ventilation equipment in a fashion that is in keeping with industry standards, manufacturer’s specifications, and the Operations and Maintenance Manuals as identified in initial maintenance schedule. (Note – new ventilation systems are being installed and O&Ms will be provided upon completion).

5.13 ELECTRICAL SYSTEMS

5.13.1 The Contractor shall perform electrical maintenance associated with the fountain and pool operating systems, including troubleshooting, repairing, inspection, and testing. All testing must be verified by a licensed electrician in accordance with applicable National Electric Code requirements.

a. Notify the COR/POC of any required equipment shutdown 24 hours or more in advance. Coordinate with the COR/POC to schedule equipment maintenance and repair work to limit downtime.

b. The Contractor shall be responsible for supplying all parts required for electrical maintenance. Utilize electrical manufacturer certified replacement parts for the repair of all switchboards, panelboards, receptacles, safety switches, control panels, switches, lighting fixtures, etc.

c. Maintain the required working clearances surrounding electrical equipment and keep electrical room clean from dirt, debris, storage, and other hazardous items.

d. Perform annual grounding and bonding equipment tests to verify the integrity of the system and to protect patrons that may come into contact with the water features. Inspection shall be scheduled and coordinated with the COR. Provide report within one (1) week of inspection.

5.14 MAINTENANCE REPORTING REQUIREMENTS/MAINTENANCE LOG

5.14.1 The Contractor shall provide the Monthly Maintenance Log and other reports, as listed below, to the COR/POC. All the report formats will be worked out between the COR and the Contractor upon award.

a. Monthly Preventative Maintenance Schedule (dates, PM performed, backlog)

b. Repair History Report

c. Service Call Log

d. Plumbing and Electrical Systems Report

e. Masonry Cleaning Daily Log

f. Fountains and Pools Water Quality Report

5.15 GENERAL MASONRY CLEANING

5.15.1 General cleaning – On a daily basis, the Contractor shall inspect the site and remove/clean-up any general soda/juice spills, gum, bodily fluids, etc. on pools/fountains themselves. A Masonry Cleaning Specialist is not needed for these routine items; however, one should be consulted as needed, especially where stains or other residue has developed from a spill of some kind.

5.15.2 Submit stone cleaning chemical product details to the COR for review and approval prior to use. Indicate the type of stone and method for application of each chemical. See stone cleaning specification 041040.52 for requirements.

5.15.3 Keep a Daily Log while on-site and available for inspection describing the masonry cleaning operations. Submit Daily Log with Monthly Maintenance Log (Section 5.14.1 above) upon completion. Log shall include at minimum:

a. Record temperature at the beginning and ending of work;

b. Weather conditions;

c. Whether masonry was wet or dry prior to beginning work;

d. Personnel on site;

e. Areas cleaned and procedures used;

f. Areas inspected and accepted; and

g. Other relevant information.

5.16 MAJOR MASONRY CLEANING

5.16.1 Major masonry cleaning shall be performed twice a year: once in the spring before startup and once in the fall after pool/fountain closing. The Contractor must use a Masonry Cleaning Specialist that meets the requirements and qualifications listed in Section D.13 to complete the work listed in this section.

Provide a cleaning schedule to the COR/POC 30 days before commencing cleaning.

5.16.2 Cleaning Guidance and Procedures:

a. Environmental Conditions/Use of Water: Do not perform masonry cleaning work that will wet masonry materials or cause them to be wet when ambient temperature is below 40 degrees F, or when temperature of air or masonry is expected to drop below 40 degrees F within 72 hours as predicted for Washington, D.C. by the National Weather Service. Do not begin work when any part of wall or any materials are frozen or subject to freezing.

b. Water Pressure and Flow Rate: Limit water pressure and flow rates to maximum pressures specified herein and to lower pressures as required to avoid damaging masonry, metals, sealants, and other materials and finishes.

i. Pressure: Should be 400 psi or less as required to avoid damage to materials being cleaned.

ii. Flow Rate: 6 gallons per minute.

iii. Heat: Should be between 140-160 degrees F.

c. Nozzle Position: The Contractor shall hold the nozzle at a uniform distance from an angle to masonry surface as determined by testing and confirmed by mock-ups to provide optimum cleaning without damaging masonry surfaces. Nozzle shall be at least 12 inches from masonry surface.

d. Adjustments: If any material is damaged or deteriorated by water rinsing, the Contractor shall immediately cease work. Do not resume pressure washing until water pressure and flow rate have been adjusted to avoid damage to materials. Contractor shall inform the COR of damage or deterioration.

e. Uniform Cleaning: The Contractor shall clean masonry to achieve even, uniform surfaces so that edges, corners, crevices, profiles, and recessed areas are cleaned to the same extent as flat surfaces.

i. Prohibited Materials and Methods: The following methods are strictly prohibited and shall not be used for work on this Contract:

sandblasting, steam, and use of nonproprietary acids, alkalis, and other products not formulated specifically as products for masonry cleaning.

6.0 DELIVERABLES AND DELIVERY SCHEDULE

List of all the deliverables the Contractor shall submit to the Government. Unless otherwise noted, all days are calendar days.

6.1 Kick-Off Meeting

The Contractor shall present a kick-off meeting seven (7) days after contract award, to include an overview of the project team, scope of work, deliverables, transition activities, communication approach, initial risks, and next steps. The kick-off meeting may be held virtually or in-person, per the request of the COR.

6.2 Phase-In Plan

The Contractor shall be responsible for the transition of all technical activities identified in this requirement. The Contractor shall submit a final Phase-in Plan within seven (7) days after contract award reflecting all necessary activities to facilitate the transition of services to the Contractor and expected completion dates of those activities.

All activities must be completed within 30 days after the kick-off meeting. The following technical activities must be included as part of the Phase-in Plan:

• Transfer of current project activities;

• Staffing plan;

• Coordination of knowledge transfer sessions with the AOC staff performing maintenance;

• Anticipated Entry of Duty (EOD) dates for all contractor staff; and

• Deficiency Report, as identified above in Section 5.1 (inspections within 30 days of contract award, report to follow within 48 hours).

The Transition-in Plan shall be approved by the COR and describe the Contractor’s process for transitioning with no disruption in operational services.

6.3 General Maintenance Plan

As outlined above in Section 5.2.2, submit for approval a General Maintenance Plan within 45 days of contract award.

6.4 Weekly Status Report

The Contractor shall prepare a weekly status report. The intended audience includes the AOC COR/POC and Contractor project managers.

Weekly status reports are due by 12:00 PM Eastern Time on Thursday. The weekly status report shall include:

• Accomplishments - Description of work accomplished;

• Planned Activities - Work planned for the following week;

• Milestone Schedule - Work planned out to six (6) months;

• Quality Assurance - Compliance to Quality Assurance tasks;

• Scope Change - Deviations from planned tasks;

• Open Issues - Outstanding issues and risks to include a remediation plan;

and

• Daily water quality readings per Section 5.5.6 above (when fountains/pools are operating).

6.5 Monthly Status Report

The Contractor shall prepare a monthly status report. The intended audience includes senior management and executive leadership from the Government and from the Contractor. Monthly status reports are due by the 5th day of each month for actions that occurred during the previous month. The Contractor shall include historical information for trending purposes, and include the following elements:

• Preventative Maintenance accomplished during the month, per Section

5.3.3. above;

• Monthly Maintenance Log, as identified above in Section 5.14.1;

• Quality Assurance - Compliance to Quality Assurance tasks;

• Scope Change - Deviations from planned tasks; and

• Open Issues - Issues and risks summary.

6.6 Government Furnished Equipment / Property (GFE/GFP) Inventory Report

Upon request by the COR, the Contractor shall provide a GFE/GFP inventory report within two (2) days. The report shall include asset tag information, serial number, assigned resource, primary office location, the date issued, and a description of the asset.

6.7 Transition-Out Plan

The Contractor shall be responsible for the transition-out of all technical activities identified in this requirement during the final, awarded period of performance. The Contractor shall submit the Transition-Out Plan three (3) months prior to the completion of the period of performance. The contractor’s Transition-Out Plan shall be approved by the COR. The Contractor shall complete the transition by the end of the period of performance. The following technical activities shall be included as part of the Transition-Out Plan:

• Inventory and orderly transfer of all GFE/GFP, software, and licenses; and

• Submit all contract deliverables to date, including designs, documents, briefings, reports, spreadsheets, and source code.

The Contractor shall fully support the transition of all contract requirements to the successor to ensure no disruption in operational services.

6.8 Delivery Instructions

The Contractor shall provide electronic copies of the pre-award and post-award documentation for review, approval, and appropriate action.

The Contractor shall provide electronic copies of the monthly report for review, approval, and appropriate action within 10 business days after the end of each calendar month.

The Contractor shall follow the invoicing instructions outlined in the contract to submit their invoices.

Electronic copies shall be delivered via email attachment to the CO and COR as appropriate. The electronic copies shall be compatible with Microsoft Office 2010 or other applications as appropriate and mutually agreed to by the parties.

Sensitive information shall be identified and labeled as Controlled Unclassified Information (CUI). Once created, deliverables and work products are considered the property of the Federal Government.

The deliverables shall be considered final upon receiving Government approval.

The Government shall provide written notification of acceptance or rejection of all deliverables, except for invoicing, within two (2) days of receipt. Approval or rejection of invoicing is within 30 days. All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection. Items must be approved by the CO and COR to be considered accepted.

Deliverables shall be deemed acceptable if the document adequately covers all required topics, meets general quality measures, and is professionally prepared in terms of accuracy, clarity, format, and timeliness. Quality measures, as set forth below, shall be applied to each work product received from the Contractor:

• Accuracy: Documents shall be accurate in presentation, content, and style

• Clarity: Documents shall be clear and concise

• File Editing: Documents shall be editable by the government

• Format: Documents shall be transmitted via mutually agreed upon media

• Timeliness: Documents shall be submitted on or before the scheduled due date

Table 1 - Deliverables and Delivery Schedule

Deliverable/Description Delivery Method(s) Delivery Date/Frequency Kick-Off Meeting MS PowerPoint Seven (7) days after contract award Initial Quality Control Plan MS Word Draft submitted with proposal, Final within 30 days of award Quality Control Plan Updates MS Word Beginning of each optional period of performance

Deliverable/Description Delivery Method(s) Delivery Date/Frequency Phase-In Plan MS Word Plan 14 days after contract award;

Deficiency inspections within 30 days of award; Report within two

(2) days after inspection

General Maintenance Plan MS Word 45 days after contract award Weekly Status Report MS Word Each Thursday by 12:00 PM ET Monthly Status Report MS Word Monthly, by 5th day (for previous month) Government Furnished Equipment / Property (GFE/GFP) Inventory Report

MS Excel Within 48 hours after initial request, and 72 hours within end of contract

Transition-Out Plan MS Word Three (3) months prior to completion of period of performance

7.0 QUALITY CONTROL PLAN (QCP)

The Contractor shall develop a comprehensive program of inspections and monitoring actions, to include a Quality Control Plan (QCP), which is the driving force behind service quality. The QCP is intended to verify that the contractor’s quality control program is working and provides the measures needed to lead the Contractor to project success.

Once the quality control program is approved by the Government, careful application of the process and standards presented in the Quality Assurance Surveillance Plan (QASP) will ensure a robust quality assurance program. The Contractor shall provide a draft QCP as part of their proposal with a final QCP submitted to the Government within 30 days of contract award. The Contractor shall report surveillance metrics weekly with the Weekly Status Report and in accordance with the guidance outlined in the PWS. In addition, an updated QCP shall be submitted at the beginning of each optional period of performance.

8.0 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

The Government will provide the Contractor with the necessary basic equipment to support the requirement to perform work at a government facility. Any equipment or property furnished by the Government to the Contractor to perform work under this requirement shall be returned to the Government at the end of the period of performance.

All documents, policies, and procedures generated through this requirement will become the property of the AOC.

The Contractor will be furnished keys to the fountain/pool pump rooms and cistern room.

The AOC will provide one hoteling station for contractor’s office space. All chemicals and materials are to be stored off-site. The Contractor will have access to the use of restrooms and potable water, to be coordinated with the COR. Minimal storage for small equipment can be available on a case-by-case basis.

9.0 CONTRACT TYPE

The anticipated contract type for this requirement will be a performance-based Firm-Fixed Price contract. Base year to include all items listed in this PWS.

Note: As stated above, fountain opening for 2024 has commenced and should not be included in the base bid.

9.1 OPTIONS

1. Cost to perform work for Option Year 2025

2. Cost to perform work for Option Year 2026

3. Cost to perform work for Option Year 2027

4. Cost to perform work for Option Year 2028

5. Replacement of current strainer system to a more accessible system

6. Replacement of all gaskets and seals on the fountain systems

10.0 PERIOD OF PERFORMANCE

The period of performance will be five (5) years from the date of award to include a 1-month transition-in period (2024), a three (3) month base period, four nine (9) month option periods, and a one (1) month transition-out period. The intent is for a Contractor to work from spring open to fall close. This requirement will also include an option to extend services period up to six (6) months, if necessary, in accordance with FAR 52.217-8. All other options for additional services, if exercised, will occur during the base period.

11.0 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

Work under this requirement shall be performed at the fountains and pools at the Senate Upper and Lower Parks and their supporting mechanical fountain/pool pump room facilities. Daily work hours shall be performed as necessary to accomplish the daily and intermittent services outlined in this PWS. Access to the pump room facilities during regular working hours shall be between 6:00 AM to 5:00 PM ET Sunday through Saturday.

Access to the pump room facilities during off hours shall be coordinated with the COR as necessary to perform emergency maintenance or repairs as outlined in this PWS.

12.0 OTHER DIRECT COSTS (ODC)

Other direct costs such as training, materials, etc. are not authorized under this requirement.

13.0 TRAVEL

Travel is not authorized under this requirement. No costs for transportation, lodging, meals, or incidental expenses incurred by the Contractor are authorized nor shall be reimbursed under this requirement.

14.0 KEY PERSONNEL

The Government has identified the need for two (2) key personnel under this requirement.

The Contractor shall propose a Project Manager (PM) and a Site Superintendent (SS) who meet the required skills outlined below and have the ability to obtain an AOC badge.

Required certifications may be substituted with experience, provided a written justification is approved by the Government and the labor rate is reduced by 15%. Key personnel must exhibit critical soft skills including:

• Excellent active listening and verbal communication skills;

• Flexible and adaptable attitude;

• Can conform to shifting priorities, demands, and timelines;

• Ability to elicit cooperation from a wide variety of stakeholders; and

• Ability to discuss technical issues with non-technical, executive-level government officials.

14.1 Project Manager

The Project Manager shall have overall responsibility of the contract activities: planning, organizing, directing, controlling, staffing, and reporting status, deliverables, and schedules to the Government. The PM shall be a full-time corporate employee of the prime contractor within three (3) months after contract award.

Required Skills/Experience:

• Five (5) or more years of relevant experience with fountain and pool maintenance; and

• Experience defining all project activities and milestones required to meet objectives and deliverables, properly sequencing tasks and estimating effort with project team members doing the work, determining the critical path, and leveling the project schedule.

14.2 Site Superintendent

The Site Superintendent shall be responsible for the oversight of on-site performance of maintenance and operations activities as outlined in the PWS.

The Site Superintendent shall be a full-time corporate employee of the prime contractor within three (3) months after contract award.

Required Skills/Experience:

• Ten (10) or more years of relevant experience with fountain and pool maintenance and operations.

15.0 SUBSTITUTION OF PERSONNEL

Key personnel are critical to performance under this requirement. During the period of performance, key personnel shall only be replaced with people of comparable education and experience levels. The Contractor shall obtain approval from the Government prior to replacement of any key personnel.

No changes in key personnel shall be made unless the Contractor can demonstrate that the qualifications of prospective replacement personnel are equal to or better than the qualifications of the key personnel being replaced. The CO shall be notified in writing of any proposed substitution at least 15 calendar days in advance of the proposed substitution. Such notification shall include:

• An explanation of the circumstances necessitating the replacement;

• A resume of the proposed substitute that outlines their education, and basic and specialized experience; and

• As requested by the CO or COR, any other information, which will enable them to assess, whether or not the Contractor is maintaining the same level of high-quality key personnel.

The Government will evaluate key personnel substitutions. The CO will promptly notify the Contractor of their approval or disapproval in writing. All disapprovals will require submission of another substitution to fill key positions within 15 business days from the date the Contractor was notified.

Additionally, the Contractor shall immediately replace any individual under this PWS who fails to perform their duties adequately, is chronically absent/late, conducts themselves in a manner that is inconsistent with AOC policies and practices, or engages in practices that are disruptive to the working environment.

16.0 PERSONAL SERVICES

Personal services are not authorized under this requirement.

17.0 INVOICING

The Contractor shall follow the invoicing instructions outlined in clause AOC52.232-1 when submitting invoices. Contractor shall provide a copy of an invoice to the COR for approval prior to entering an invoice into the Invoice Processing Platform (IPP). The AOC will approve or reject an invoice within 30 days.

18.0 SECURITY

All contractor employees shall submit an E-Verify form and a United States Capitol Police (USCP) background check form (CP-491) prior to the performance of work. Contractor employees shall also complete a contractor badging request form. All members of the team working on-site are required to wear identification badges at all times. On-site work may be interrupted because of Congressional events or U.S. Capitol Police requirements.

All work to be performed is subject to Government interruptions.

Please be advised, the AOC does not follow certain exceptions as described in the E-Verify federal contractor rule. Contractors are required to use E-Verify to verify that all employees working on AOC contracts are authorized to work in the United States.

The contractor’s vehicle access list shall be provided before the first on-site activities to include driver name, vehicle type, and license plate number to the COR for USCP review and approval. An updated vehicle access list is to be provided to the COR every Thursday before 3pm with any changes or new deliveries scheduled for the following week.

Contractors will report to an off-site screening facility located in Blue Plains, then to a secondary screening site prior to arriving on-site.

19.0 SAFETY

The Contractor shall comply with all AOC safety policies and shall require all employees to wear appropriate clothing apparel for the assigned tasks. No sandals or any style of open toe shoes shall be allowed for any position that requires lifting of 5lbs or greater as this poses a risk of injury.

The Contractor shall implement a Safety Plan to cover all activities and tasks performed as part of this service contract. This shall address, at a minimum, the use and safe handling of chemicals and equipment, lock-out tag-out procedures, and site-specific safety plan.

See attached Safety Requirements document.

20.0 ENERGY EFFICIENCY / COMPLIANCE

There are no special energy efficiency requirements. The Contractor shall minimize energy use while on Government site.

21.0 SUSTAINABILITY

This is not applicable to this requirement.

22.0 POINTS OF CONTACT

Contracting Officer (CO):

Tatjana Johnson Email: tatjana.johnson@aoc.gov Phone: 202.262.0934

Contracting Officer’s Representative (COR):

TBD at time of award

Contractor Representative TBD at time of award

23.0 ACRONYMS

CO Contracting Officer

COR Contracting Officer’s Representative

CUI Controlled Unclassified Information

EOD Entry on Duty

GFE Government Furnished Equipment

ODC Other Direct Costs

O&M Operations and Maintenance

POC Point of Contact

POP Period of Performance

PM Project Manager

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan