Atch 1 SOW 2022-2027 BHNF HVAC Svc.docx

SECTION C--DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

STATEMENT OF WORK

HVAC MAINTENANCE SERVICE CONTRACT

C-1. LOCATION AND DESCRIPTION OF THE INSTALLATIONS:

All of the work that is related to this contract is located on the Black Hills National Forest (See Appendix A for Vicinity and Site Maps) at the following locations:

A. Supervisor’s Office and Warehouse: Located at 1019 North 5th Street Custer, South Dakota. The Supervisor's Office facility consists of three pods and two levels and is approximately 27,000 square feet. The office has 2 electric boilers, air conditioning, and air handlers. This office has a wet fire sprinkler system that includes smoke and heat detectors, pull boxes and a fire alarm panel. The fire alarm system isn’t connected to a monitoring system. The HVAC system does have a building control system and it is TAC by Schneider Electric.

The warehouse facility is located on the same site and is approximately 10,150 square feet with three distinct levels. Only 2300 square feet of this facility has an HVAC system. The warehouse HVAC system consists of 2 forced air propane furnaces and two condensing units.

B. Mystic/RMRS Office and Warehouse: Located at 8221 S Highway 16, Rapid City, South Dakota. The facility consists of a single floor office with a basement mechanical room and a mezzanine that houses an air handler. The office facility is approximately 25,700 square feet and has two natural gas boilers, rotary chiller, makeup air handler, pumps, and VAVs. The office has both a wet and dry sprinkler system, with smoke detectors, heat detectors, pull boxes, and fire alarm panels. The fire alarm system is connected to a monitoring system. The HVAC system has a building control system and it is Metasys by Johnson Control.

The warehouse facility is located at 8131 S Highway 16, Rapid City, South Dakota on the same site as the Mystic Office. It is a single-story building with approximately 9,800 square feet. 2,100 square feet of the warehouse is heated with a natural gas forced air furnace. The rest of the areas are heated with infrared radiant heaters.

C. Northern Hills Ranger District Office: Located at 2014 North Main St, Spearfish, South Dakota. This facility is a single-story facility with approximately 16,000 square feet. This facility has seven forced air natural gas furnaces, seven condensing units, seven heat recovery units. This facility does not have a sprinkler system, however it is equipped with smoke detectors, heat detectors, pull boxes, and fire alarm panels. The fire alarm system is connected to a monitoring system.

D. Tatanka Hot Shot Base: This facility is located at 12282 Tatanka Drive Custer, South Dakota and is approximately 4 miles south of Custer on US Highway 385. This facility is a single-story facility with approximately 9,300 square feet. This facility has three forced air propane furnaces, three condensing units, three heat recovery units, and 10 window heat pumps. This facility has both a wet and dry sprinkler system, with smoke detectors, heat detectors, pull boxes, and fire alarm panels. The fire alarm system is connected to a monitoring system.

E. Great Plains Dispatch Center: Located at 8123 S Highway 16, Rapid City, South Dakota. This building is on the same site as the Mystic Office complex. This new office facility consists of a single floor office that is approximately 6,000 square feet. This facility has geothermal wells in a closed loop system, ground source pumps, heat pumps, energy recover system, and a split system air conditioner in the telecom room. The office has a wet fire sprinkler system, with smoke detectors, heat detectors, pull boxes, and a fire alarm panel. The fire alarm system is connected to a monitoring system. The HVAC system has Metasys by Johnson Control building control system.

F. Air Tanker Base: Located at 4040 FAA Rd, Rapid City Regional Airport, Rapid City, South Dakota. This facility has two levels and is approximately 1,330 square feet. Heating and cooling is by a heat pump. Thermostats are located on the upper floor and lower floor of the building and they control motorized zone dampers.

G. Hill City Shop: Located at 24030 Hwy 385, south of Hill City, South Dakota. This facility and shop are one level and is 10,600 square feet. Of that 1,450 square feet is heated with a propane forced air furnace and cooled with a condenser, 230 square feet of a office is heated with a wall mounted propane heater, 2900 square feet of a engine bay is heated with propane radiant tube heaters, and the remainder of the building is heated with various ceiling hung propane heaters.

H. Allen Gulch East Dwelling: Located at 433 Maggie Load Road, Hill City, South Dakota. This dwelling has two levels and is approximately 1,537 square feet. Heating and cooling is by an air-cooled split system heat pump with a fan coil unit located in the basement. This unit has an auxiliary 20kw electric heater. Thermostat is located on the upper floor of the building.

I. Allen Gulch West Dwelling: (Beginning in 2023) Located at 425 Maggie Load Road, Hill City, South Dakota. This dwelling has two levels and is approximately 1,884 square feet. Heating and cooling is by an air-cooled split system heat pump with a fan coil unit located in the basement. This unit has an auxiliary 20kw electric heater. Thermostat is located on the upper floor of the building.

J. Custer Work Center Log Cabin: Located at 765 N 3rd Street, Custer, South Dakota. This dwelling has two levels and is approximately 3425 square feet. Heating and cooling is by propane furnace and an air conditioner. Thermostat is located on the upper floor of the building.

K. Custer Work Center North Dwelling: Located at 611 N 3rd Street, Custer, South Dakota This dwelling has two levels and is approximately 1,755 square feet. Heating and cooling is by an air-cooled split system heat pump with a fan coil unit in the basement. This unit has an auxiliary 20kw electric heater. Thermostat is located on the upper floor of the building.

L. Custer Work Center South Dwelling: Located at 623 N 3rd Street, Custer, South Dakota This dwelling has two levels and is approximately 1,755 square feet. Heating and cooling is by an air-cooled split system heat pump with a fan coil unit in the basement. This unit has an auxiliary 20kw electric heater. Thermostat is located on the upper floor of the building.

M. Tepee Work Center Dwelling: Located at 10617 Tepee Rd Hwy 16, Edgemont, South Dakota. This dwelling has two levels and is approximately 2,580 square feet. Heating and cooling is by an air-cooled split system heat pump with a fan coil unit in the basement. This unit has an auxiliary 20kw electric heater. Thermostat is located on the upper floor of the building.

N. Tepee Work Center Bunkhouse Dwelling: Located at 10617 Tepee Rd Hwy 16, Edgemont, South Dakota. This dwelling has two levels and is approximately 1,671 square feet. Heating and cooling is by an air-cooled split system heat pump with a fan coil unit in the basement. This unit has an auxiliary 20kw electric heater. Thermostat is located on the upper floor of the building.

O. Tepee Work Center, Center Bunkhouse: Located at 10617 Tepee Rd Hwy 16, Edgemont, South Dakota. This dwelling has two levels totaling approximately 1293 square feet. Heating is by a propane furnace located in the basement. There is no air conditioner in the bunkhouse. Thermostat is located on the upper floor of the building.

C-2. SCOPE OF WORK:

The purpose of this contract is to provide for HVAC services in Government owned buildings in strict compliance with the terms, specifications, conditions, and provisions contained herein. The Service Provider shall provide preventative and routine maintenance as well as urgent services and repair for the locations described above. The Service Provider shall furnish all equipment, transportation, labor, supervision, and supplies (except as specified herein as Government furnished) necessary to maintain the HVAC systems.

A. Base Bid Items:

1. Supervisor’s Office and Warehouse: Inspections at these two facilities will be quarterly. In additional all pneumatic operated thermostats will be recalibrated twice a year to coincide with the heating and cooling season. Fire alarm system will be inspected and tested annually.

2. Mystic/RMRS Office and Warehouse: Inspections at these two facilities will be quarterly. Additionally at the Mystic/RMRS Office during the base year of this contract all of the VAVs will be recalibrated. Thereafter 25% of the VAVs will be recalibrated every year. During option year two the Metasys building control system software will be upgraded to the latest version. Thereafter it will be upgraded every other year. Fire alarm system will be inspected and tested annually.

3. Northern Hills Ranger District Office: Inspections at this facility will be bi-annually. Fire alarm system will be inspected and tested annually.

4. Tatanka Hot Shot Base: Inspections at this facility will be quarterly. Fire alarm system will be inspected and tested annually.

5. Great Plains Dispatch Center: Inspections at this facility will be quarterly. During option year two the Metasys building control system software will be upgraded to the latest version. Thereafter it will be upgraded every other year. Fire alarm system will be inspected and tested annually.

6. Emergency Repairs: Intermittent and emergency services and/or repairs that occur outside the scope of the scheduled preventative and routine maintenance (as noted in paragraph 13) shall be provided. The costs for these additional services and repairs, including all equipment, transportation, labor, supervision, and supplies required, will paid for using line items 9 and 10 of the Schedule of Items for Emergency Repair and Materials/Parts.

B. Optional Bid Items: Optional bid items may or may not be awarded depending on availability of funding.

1. Air Tanker Base: Inspections at this facility will be semi-annual. This is an optional bid item and inspections will only be performed if this is awarded. However if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

2. Hill City Shop: Inspections at this facility will be semi-annual. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

3. Allen Gulch East Dwelling: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

4. Allen Gulch West Dwelling: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

5. Custer Work Center Log Cabin: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

6. Custer Work Center North Dwelling: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

7. Custer Work Center South Dwelling: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

8. Tepee Work Center Dwelling: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

9. Tepee Work Center East Bunkhouse: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

10. Tepee Work Center, Center Bunkhouse: Inspections at this facility will be annually. This is an optional bid item and inspections will only be performed if this is awarded. However, if emergency repairs are needed for the HVAC systems in this building. The Service Provider will provide service to this facility and these costs will be paid for using the line items for Emergency Repair and Materials/Parts that are part of the Schedule of Items Base Bid.

C-3. DEFINITIONS - ADMINISTRATION TERMS

Biobased Products: A product determined by the Secretary of Agriculture(USDA) to be a commercial or industrial product (other than food or feed) that is composed, in whole or in significant part, of biological products or renewable domestic agricultural materials (including plant, animal, and marine materials) or forestry materials. Information on biobased/biopreferred products can be found at http://sftool.gov/green-products/1/construction-materials In addition to the biobased products designated by the U.S. Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other biobased products. The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification. The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

Contracting Officer (CO) - The person executing this contract on behalf of the Government, including any duly appointed successor and authorized representatives of the Contracting Officer acting within the limits of his/her authority.

Contracting Officer's Representative (COR) - The on-site contract administrator for the Contracting Officer. The duties and responsibilities of the COR are defined in Section G of this contract or in a letter of designation issued by the Contracting Officer.

Inspector - The person(s) appointed in writing by the COR to conduct and document inspections according to contract specifications and provisions. The inspector's authorities are strictly limited, not to exceed the authority to issue to the contractor a Notice of Noncompliance.

Calendar Days - Every day shown on the calendar, Saturdays, Sundays and holidays included.

Change Order - An order issued to the Contractor by the Contracting Officer, pursuant to the “change” clause included in Section I of this contract, requiring work to be performed, within the general scope of the contract.

Work Order - An order written by the COR, which directs the Contractor to correct deficient performance. It may also be used to document acceptable completion of units and to approve starting on additional work units.

Notice of Noncompliance - A written notice from the CO or COR which documents, for the Contractor's attention, specific performance deficiencies.

Contract Item - A pay item designated on the bid schedule and described by a specification.

Labor Standards Provisions - Those statutory and regulatory requirements pertaining to the Contractor's employees and employment practices.

Specifications - That portion of the contract comprising a description of the general and technical requirements for materials, products or services to be furnished under the contract.

C-4. PERSONNEL AND SPECIAL REQUIREMENTS:

The Service Provider shall employ personnel qualified and capable to perform HVAC maintenance and repair work and will maintain and provide to the Government a current list of personnel who will be on the premises. The Government considers a Maintenance Foreman to be key personnel.

Must have a minimum of 5 years’ experience dealing with HVAC equipment such has furnaces, boilers, chillers, geothermal systems, ground source pumps, heat pumps, pumps, condensers, and fans. The following special training is required that is relevant to this project:

A. Must be Universal Refrigerant Certified.

B. Must be experienced in dealing with Pneumatic Control Systems.

C. Must be experienced in Geothermal Heating systems.

D. Must have a basic understanding of Building Control Systems.

E. Must be a factory trained technician on the Metasys building control system, with 5 years’ experience maintaining and repairing Metasys building control systems. This only pertains to the Mystic Office and Great Plains Dispatch Center since these Building Control Systems run Metasys.

All personnel working on Federal Facilities will be required to have a current background check on file. Personnel will need to provide information to the Contracting Officer at the pre-work meeting. Any employees unable to pass a background check will not be authorized to work at the Federal Facilities listed in the contract. The Company is responsible for cost of fingerprinting personnel. The Government will bear the cost of the first five employee’s background checks. Excessive turnover of employees will require the Service Provider to bear the cost of additional background checks at the current value of $250.00 each.

C-5. HOURS OF OPERATION:

A. Normal and After Normal Working Hours: The Service Provider shall observe the following schedule which determines normal and after normal working hours. Any work which falls outside the definition provided below shall be considered after normal working hours.

1. Normal operating hours for all the above mentioned facilities is from 8:00 am to 4:30 pm Monday thru Friday.

B. Call-Out and After-hours Work: The Service Provider shall provide fully qualified personnel on a 24-hour basis to satisfy emergency requirements as specified. The Service Provider shall provide a list of key personnel, with emergency contact information to the COR and shall ensure the lists are updated thereafter.

C. Emergency Service Order Work: The Service Provider shall perform emergency Service Call work when requested during after-hours periods, weekends, and on federal holidays.

C-6. FEDERAL HOLIDAYS:

Except as noted in the Schedule of Work or Hours of Operation, work will not be required on the following federal government holidays, nor on holidays observed in lieu thereof. However, the Service Provider shall be expected to respond to emergency and urgent service requests if requested.

When such holidays fall on a Saturday, the preceding Friday will be considered a holiday. When such holidays fall on a Sunday, the succeeding Monday will be considered a holiday.

C-7. GOVERNMENT FURNISHED MATERIALS:

The Government will furnish the Service Provider copies of any available manuals, publications and schematics that are required to properly service or repair any unit covered by this contract. If the Service Provider modifies any equipment, the modifications shall be noted in the appropriate publication, manual or schematic. All publications, manuals or schematics shall be returned to the Government prior to final payment.

A. Limited shop space facilities are available for the Service Provider's use.

C-8. PROTECTION AND DAMAGE OF EXISTING FACILITIES:

The Service Provider shall provide all labor, materials, equipment and signage necessary for the protection of said facilities, occupants, and general public. Damages due to work performed by or due to the negligence of the Service Provider shall be replaced/repaired to its original condition at no additional cost to the Government.

The Service Provider shall be responsible for installation and removal of any barricades or signage to protect the above.

C-9. SERVICE PROVIDER - FURNISHED ITEMS:

The Service Provider will furnish all equipment and materials necessary (except, as noted in paragraph 8 above, those furnished by the Government) to perform the tasks specified in this contract. All equipment used by the Service Provider shall meet all safety requirements of this contract. Material Safety Data Sheets will be provided on cleaners, fluids, refrigerate, etc. and shall be placed in a designated location as determined by the Contracting Officer.

C-10. LOST AND FOUND PROPERTY:

It is the responsibility of the Service Provider to ensure all articles of possible personal or monetary value found by the Service Provider's employees are turned in to the Contracting Officer.

C-11. SMOKING RESTRICTIONS:

There are no areas designated for smoking.

C-12. SAFETY, FIRE PREVENTION AND SECURITY:

A. Safety Plan: All work performed by the Service Provider shall be in compliance with OSHA regulations and other appropriate industry safety standards and guidelines.

(a) The Contractor shall provide a copy of their safety plan at the pre-work meeting.

(b) The Safety Plan should be available to all employees and subcontractors working on the contract.

(c) The Safety Plan should cover at a minimum:

i. Safety briefings covering the area working in, equipment being used, and any special considerations for the work under the contract

ii. Personal Protective Equipment required for the work under the contract

iii. Appropriate OSHA requirements for the type of work under the contract

iv. Weather considerations for the time of year of the contract.

v. Communication issues and locations of the nearest medical facilities to the job site.

vi. Emergency numbers to contact if an accident happens.

B. Fire Prevention: All chemical and combustible items shall be stored in proper containers. All trash shall be placed in the dumpsters.

C. Building Security: All exit doors shall remain closed and locked at all times unless the Service Provider’s employee is using the door and remains in sight of the door. Once the Service Provider has finished his work at any of the above locations, the area will be secured unless otherwise informed by the Contracting Officer.

The Government will issue keys or key cards to Service Provider employees as appropriate for each facility. All keys and key cards will be issued to individual employees and are not transferable. The Service Provider shall maintain records to ensure accountability of keys. The Service Provider shall ensure that keys issued to the Service Provider by the Government are not lost, misplaced, or used by unauthorized persons. Government keys shall not be duplicated by the Service Provider unless authorized by the Government.

C-13. PERFORMANCE WORK STATEMENT TASKS AND CRITICAL SUBTASKS.

A. Preventive Maintenance and Minor Repairs - The Service Provider shall perform preventive maintenance inspections (PMs) on the systems and equipment listed in the Exhibits. Preventive maintenance consists primarily of inspection, lubrication, calibration, adjustment, and minor part and component replacement (including, but not limited to: belts, pulleys, piping, valves, grills, thermostats, filters, belts, hoses, fluids, oil and grease) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of repairs required to ensure the equipment is operating per manufacturer’s standards. The Service Provider shall complete all identified repairs and provide all necessary services, parts, and materials as part of the preventive maintenance.

B. Maintenance Inspections - The Service Provider shall provide all preventative maintenance inspections for mechanical (heating, ventilation, air conditioning, and associated equipment) and temperature controls listed in the Exhibits.

C. Minor Repairs and Emergency Repairs - The Service Provider shall provide all needed minor or emergency repair, including labor, expendable supplies, and parts for items listed under the Exhibits. All replacement parts and equipment shall be the same as the part or equipment requiring replacement, unless otherwise approved by the Contracting Officer.

D. Major Repairs - Major repair will be authorized by the Contracting Officer. The Service Provider will provide a written cost for labor, materials, and parts prior to commencement of work to the Contracting Officer. The Government reserves the right to furnish materials or parts for this work.

E. Upgrades - Upgrades will be authorized by the Contracting Officer. The Contracting Officer and the Service Provider will negotiate the number of labor hours and purchases associated with equipment, materials, and parts prior to commencement of work. The Government reserves the right to furnish materials or parts for this work.

C-14. SUBMITTALS

A. Preventive Maintenance and Inspection Schedule - The Service Provider shall provide a detailed Preventive Maintenance (PM) and Inspection schedule to the Contracting Officer for approval at least 14 calendar days after the start date of the contract. The Schedule shall cover the entire term of the contract and include, for each system/piece of equipment and PM listed in the Exhibits, the work to be performed (e.g., Quarterly PM, etc.), and the week of the month the PM will be performed.

B. Material Safety Data Sheets – The Service Provider shall provide a material safety data sheet for any item being stored on the premises or utilized in providing service on site.

C. Qualified Personnel List - The Service Provider shall provide an updated list of all qualified personnel that will be working on the contract. Background checks are required on all personnel that will be working in Federal Facilities. Initial list will be provided upon award of contract, updated lists will be supplied as personnel changes, and at the renewal of each option year.

D. Maintenance History Log - A log shall be maintained on site for all equipment listed in the Exhibits and shall include each equipment item, a description of any maintenance, inspections, repairs, or replacements done on each equipment item, and the date and time performed. The Service Provider shall provide a copy of the monthly log to the Contracting Officer.

E. Quality Control Report - The Service Provider shall submit a Monthly report to the Contracting Officer of services that were performed during this Period.

C.15 SUSTAINABLE PRODUCTS

The Contractor shall comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g. biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer.

C.15.1 In the performance of this contract, the Contractor shall make maximum use of biobased oils and lubricants that are designated by the United States Department of Agriculture unless the product cannot be acquired:

· Competitively within a time frame providing for compliance with the contract performance schedule;

· Meeting contract performance requirements; or

· At a reasonable price.

· Information about this requirement and these products is available at http://sftool.gov/green-products/1/construction-materials C.15.2 The Federal Acquisition Regulation (FAR) requires Contractors to report the purchase of biobased products under service and construction contracts during the previous Government fiscal year (October 1 thru September 30) and to submit this report no later than:

1. October 31 of each year during contract performance; and

2. At the end of contract performance.

3. Information about this requirement is available at http://www.biopreferred.gov/FARReporting/FARReporting.xhtml C.15.3 Sustainable products identified for this solicitation:

Some examples of products that may be used in this contract could be cleaners or refrigerants. If manufacturer’s recommendations are to not use biobased products on their equipment due to voiding of warranties or damage to equipment; this must be attached to your proposal.

C-16. PREFORMANCE SUMMARY:

The following table specifies the acceptable quality levels, method of surveillance, and percentage of payment for each item listed in the Technical Specifications.

STANDARDS

DISINCENTIVES

· Re-inspection costs charged for more than one inspection

· Poor Performance rating.

C-13B Maintenance Inspections

C-13C Quarterly Maintenance and Inspection

C-13D Minor Repairs and Emergency Repairs

C-13E Major Repairs

C-13F Upgrades

SECTION E--INSPECTION AND ACCEPTANCE

E-1. SERVICE PROVIDER QUALITY CONTROL AND ASSURANCE:

A. The Service Provider, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

B. Records of quality inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

C. The Service Provider shall submit to the Contracting Officer a written Quality Control Plan (QCP). The QCP shall designate the name of the Service Provider’s on-site representative/supervisor and shall describe how the Service Provider will maintain an acceptable quality of services being provided to the Government. A description of the site specific quality control inspection plan shall be provided at the pre-work meeting.

a. The QCP shall include:

(1) Control procedures for security of Government-provided items such as keys, and lock combinations;

(2) Location of the inspection documents;

(3) Corrective or preventive actions that will be taken to meet quality standards;

(4) Customer comments feedback system:

(5) How quality will be monitored to assure performance standards are met.

(6) How the work will be supervised.

(7) How results of the monitoring will result in quality performance.

(8) Identify the personnel responsible for performing quality control.

b. Contractor Quality Control Inspection. The Contractor shall assure themselves that performance meets contract specifications, in accordance with clause FAR 52.212-4, Contract Terms and Conditions – Commercial Items, paragraph (a), Inspection/Acceptance prior to requesting the Government to inspect for payment or acceptance. Upon completion of a major work item, the Contractor shall contact the Contracting Officer to set a mutually agreed upon date for inspection of completed work.

E-2. GOVERNMENT QUALITY ASSURANCE:

Quality assurance will be performed by the Government during the contract at regular intervals. Methods may include visual survey and review of Contractor quality control documents. Deduction for work may include rework at no cost to the Government or Government acceptance with price reduction.

Service Provider performance shall be based on the Government's evaluation of results, not the frequency or method of performance. The evaluation of results will be based on tenant satisfaction, inspection observations, and accepted trade practices.

The Government will inspect the Service Provider's performance on a random basis under this contract to ensure compliance with the contract requirements. The Contracting Officer will record inspection observations and document all deficiencies through a written inspection report provided to the Service Provider. When unacceptable performance is observed, the CO will meet with the Service Provider’s supervisor at the job site to review the inspection report and to ensure that the Service Provider has an understanding of the unacceptable services. The Service Provider will explain why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future. The Service Provider will not be paid for services not rendered in accordance with the standards set forth in this contract. If appropriate, the Service Provider will be required to rework services that were unsatisfactorily performed.

SECTION G--CONTRACT ADMINISTRATION DATA

G.1 DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer will designate a Contracting Officer's Representative (COR) at the time of contract award with any restrictions to their authority.

The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual task assignments which were issued by the COR provided they do not affect the delivery schedule or performance period stated in the contract).

On all matters that pertain to the contract terms the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

G.2 CONTRACTOR’S REPRESENTATIVES

At all times during performance of this contract and until work is completed and accepted, the Contractor shall directly superintend the work or assign and have on the worksite competent representatives who are satisfactory to the CO and has authority to act for the Contractor.

All work will be performed in an organized and systematic manner.

The Government may, at its option, suspend work with full count of contract time continuing, if the Contractor fails to provide the following representatives (1) conversant in the English language and (2) able to read and understand the contract.

· Maintenance Foreman: The Contractor’s on-site representative shall be in the work area whenever work is in progress.

G.3 NOTIFICATION OF SUBCONTRACTING

The Contractor shall promptly notify the Contracting Officer upon entering into any subcontract arrangement. The subcontractor shall have the experience and be equipped for such work. The written notification shall include as a minimum:

Subcontracting any portion of the contract shall not relieve the Prime Contractor of any responsibility under this contract. Certain contract clauses are required to be in any subcontracting agreement under this contract. Request a subcontracting form from the CO to provide documentation that terms and conditions are provided to the subcontractor.

G.4 METHOD OF PAYMENT

Each month, Service Provider performance will be compared to contract standards, Technical Specifications, and the Service Provider’s Quality Control Plan. Monthly payments to the Service Provider will be reduced for unsatisfactory performance in any of the elements listed.

Payment will be made monthly for completed work meeting or exceeding the AQL. Upon acceptance, payment will be determined on the service less any deductions for any nonconforming or unacceptable performance as noted below.

A signed payment certification must accompany your invoice for payment to be authorized.

Partial payment may be authorized by the Contracting Officer.

The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP). The contractor must follow the instructions on how to register and submit invoices via IPP as prescribed. All invoices are to be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

If you have questions, contact your Contracting Officer.

G.1 Reinspection Costs – When inspection indicates that the performance objectives were not met, the work will be deemed unsatisfactory and payment will not be made until the Contractor has assured the Government that its Quality Control measures have corrected the deficiencies. The cost to the Government will be reduced for unsatisfactory performance in any of the elements listed.

When the Contractor provides unacceptable work, the Government may:

(i) Require the area to be reworked at no additional expense to the Government,

(ii) Accept the work at a reduced price, or

(iii) Reject the work in its entirety. If the work quality is unacceptable, the Contractor’s right to proceed is subject to termination for default clause.

The Government shall document unacceptable work quality in the performance assessment.

A. Work meeting at least 95 percent AQL will receive 100 percent payment. Falling below 95 percent will require rework until work meets at least the AQL.

B. If the AQL cannot be met and work falls between 90% to 95%, payment will be made for 90 percent of units meeting that AQL.

a. Example – 91% AQL – Payment of $1000 reduced to 90% - $900 x 91% = $819.00 C. If the AQL cannot be met and work falls below 80 percent, then payment will be made for 70% of the actual AQL.

a. Example – 75% AQL – Payment of $1000 reduced to 70% - $700 x 75% = $525.00 G.2 Deduction Rates: Mile will be figured from duty station @ Supervisors Office.

*Mileage reimbursement in accordance with the Federal Travel Regulation rate in effect January 1, 2022 is $.58.5 per mile. Mileage rates change periodically and the most current mileage rates for assessed damages at the time will be used. Most current mileage rates can be found at the General Services Administration website http://www.gsa.gov/portal/category/104715.

G-5 NOTICE TO PROCEED

A Notice to Proceed will be issued in writing by the Contracting Officer or Contracting Officer's Representative (COR). No work shall begin until receipt of this notice. Contract time shall commence on the day indicated on the Notice to Proceed.