Attachment 01 - CRAC Mx - PWS - 12.3.25.pdf

PERFORMANCE WORK STATEMENT (PWS)

COMPUTER ROOM AIR CONDITIONING (CRAC)

MAINTENANCE AND REPAIR SERVICES

OFFUTT AFB, NE

03 DECEMBER 2025

Table of Contents Table of Contents

1. DESCRIPTION OF SERVICES

1.1 SCOPE OF WORK

2. DEFINITIONS

3. REFERENCES

4. GENERAL SERVICE REQUIREMENTS

4.1 GENERAL EQUIPMENT OPERATIONAL REQUIREMENTS

4.1.1 SPECIAL REQUIREMENTS FOR OPERATION FLIGHT TRAINERS (OFTs)

4.1.2 SPECIAL REQUIREMENTS FOR USSTRATCOM

4.2 INITIAL INSPECTION

4.2.1 EQUIPMENT AND INITIAL DEFICIENCY REPORT (DELIVERABLES A001)

4.3 EQUIPMENT INVENTORY (DELIVERABLES A002)

4.4 EQUIPMENT CONDITION ASSESMENT

5. MAINTENANCE PROGRAM

5.1 PREVENTIVE MAINTENANCE SCHEDULE AND CHECKLIST (DELIVERABLES A003)

5.2 MAINTENANCE STANDARD

5.3 PREVENTIVE MAINTENANCE (PM) INSPECTION SERVICES

5.4 FUTURE GROWTH PREVENTIVE MAINTENANCE SERVICE ESTIMATE

6. SERVICE REQUEST AND ADMINISTRATIVE SUPPORT

6.1 EMERGENCY SERVICE REQUEST

6.2 NON EMERGENGY SERVICE REQUEST

7. REPAIRS

7.1 STANDARD PREVENTIVE MAINTENANCE (PM) REPAIR

7.1.1 APPROVAL OF WORK

7.2 NON-REIMBURSABLE REPAIRS

7.3 REIMBURSABLE REPAIRS

7.4 REPAIR SHARED LIABILITY EXAMPLE

7.5 INVOICING

7.6 WARRANTIES

7.7 QUALITY OF MATERIALS AND REPLACEMENT PARTS

8. ADMINISTRATIVE MAINTENANCE OF RECORDS AND REPORTS

8.1 REPORTS

8.1.1 EQUIPMENT AND INITIAL DEFICIENCY REPORT (DELIVERABLES A001)

8.1.2 EQUIPMENT INVENTORY REPORT (DELIVERABLES A002)

8.1.3 PREVENTIVE MAINTENANCE SCHEDULE & CHECKLIST (A003)

8.1.4 SERVICE CALL REPORTS (DELIVERABLES A004)

8.1.5 MONTHLY PROGRESS REPORTS (DELIVERABLES A005)

8.1.6 REFRIGERANT REPORTS (DELIVERABLES A006)

8.1.7 CONTRACTOR EMPLOYEE REGISTER & QUALIFICATION REQUIREMENTS (DELIVERABLES

A007) 18

8.1.8 QUALITY CONTROL PLAN (DELIVERABLES A008)

8.1.9 MISSION ESSENTIAL PLAN (DELIVERABLES A009)

8.1.10 CONTRACTOR PANDEMIC PLAN (DELIVERABLES A010)

9. CONTRACTOR PERSONNEL QUALIFICATIONS

9.1 QUALIFICATION REQUIREMENTS (DELIVERABLES A007)

9.2 REFRIGERANTS

9.2.1 CONTROL AND CERTIFICATION

9.2.2 CERTIFIED HANDLERS

9.3 HVAC TECHNICIANS

9.4 ELECTRICAL TECHNICIANS

9.5 INDUSTRIAL CONTROLS TECHNICIANS

10. SAFETY

10.1 EMERGENCY PROCEDURES

10.1.1 POTENTIAL THREAT

10.1.2 WEAPONS, FIREARMS, AND AMMUNITION

10.1.3 CELL PHONE USAGE

10.2 CONTROLED UNCLASSIFIED INFORMATION (CUI)

11. ENVIRONMENTAL MANAGEMENT

11.1 SAFETY DATA SHEETS (SDS)

11.2 ENVIRONMENTAL AND HAZARDOUS MATERIAL HANDLING

12. SECURITY

12.1 SECURITY REQUIREMENTS

12.1.1 SUITABILITY DETERMINATION

12.1.2 IDENTIFICATION CREDENTIAL

12.1.3 IDENTIFICATION CREDENTIALS REPLACEMENT FEES

12.2 PHYSICAL SECURITY AND TRAINING

12.2.1 KEY CONTROL

12.2.2 REPORTING REQUIREMENTS

12.2.3 AIRFIELD DRIVING

13. GOVERNMENT FURNISHED PROPERTY AND SERVICES

13.1 UTILITIES AND CONSERVATION PRACTICES

13.2 FIRE AND MEDICAL EMERGENCY SERVICES

13.3 SECUITY POLICE SERVICES

14. QUALITY CONTROL PROGRAM

14.1 QUALITY CONTROL PLAN (QCP) (DELIVERABLES A008)

14.2 GOVERNMENT QUALITY ASSURANCE SURVEILLENCE PROGRAM

14.3 CONTRACTOR PERFORMANCE

14.3.1 METHODS

14.3.2 RECORDS AND FILES

14.3.3 COOPERATION – INSPECTIONS

14.3.4 CONTRACTOR PERFORMANCE ASSESMENT REPORTS (CPARS)

14.3.5 CORRECTIVE ACTION REPORT

14.4 SERVICE SUMMARY

15. SPECIAL CONTRACT REQUIREMENTS

15.1 HOURS OF OPERATION

15.2 FEDERAL HOLIDAYS

15.3 MISSION ESSENTIAL (DELIVERABLES A009)

15.4 CONTRACTOR PANDEMIC PLAN (DELIVERABLES A010)

15.5 CONTRACTOR MANPOWER REPORTING

16. DELIVERABLES

17. APPENDIX A- CORRECITIVE ACTION REPORT (CAR)

18. APPENDIX B- CUSTOMER COMPLAINT RECORD

19. APPENDIX C- SAMPLE REFRIGERANT REPORT

20. APPENDIX E- EQUIPMENT LIST WITH PM SCHEDULE AND POC

21. APPENDIX F – ENVIRONMENTAL SPECIAL CONDITIONS

1. DESCRIPTION OF SERVICES

1.1 SCOPE OF WORK

The Contractor shall provide management, supervision, labor, materials, diagnostic equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems for the Real Property Installed Equipment (RPIE) Computer Room Air Conditioning (CRAC) units located within Offutt Air Force Base (AFB). The Contractor shall comply with all applicable federal, state and local laws, regulations and codes, including any supplements or revisions, manufacturer’s instructions, and industry standards. The Contractor shall obtain and maintain all applicable licenses training and permits.

The Contractor Shall:

a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract.

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the maintenance and repair of the equipment covered under this contract.

c. Implement an effective Quality Control Plan (QCP).

d. Implement an effective service call system that results in prompt, professional, and courteous resolution of Contracting Officer Representative (COR) concerns.

e. Keep the Contracting Officer (CO) or COR informed on the current status of work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the CO or COR.

f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

g. Provide training to contract employees that will stress stewardship in maintenance practices, i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Ensure that contract employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (see section 9, Contractor Personnel Qualifications).

h. Federal, State and Local Requirements: The Contractor shall comply with all applicable federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses, training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO and COR a price proposal for such change. If the CO determines an equitable adjustment is substantiated a modification to the contract will be issued.

2. DEFINITIONS

Computer Room air Conditioning (CRAC) Unit

As defined in this PWS include, but is not limited to:

- The CRAC Unit itself.

- Wiring between the unit and the closest safety disconnect as it pertains to the CRAC Unit itself.

- All associated sensors, modules, devices subsequent wiring and system equipment as it pertains to the CRAC Unit itself.

Consumable Parts

“Consumable Parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly.

Examples include, but are not limited to, oil, grease, belts, filters, ballasts, lamps, fuses, LED indicators, etc. The Contractor is responsible for any consumables used during the Preventive Maintenance inspections. Refrigerant will not be considered a consumable part/item.

Contracting Officer (CO)

“Contracting Officer (CO)” as used in this document refers to the person who will have the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend or modify the contract terms, conditions, requirements, specifications, details and/or delivery schedules.

However, the CO may delegate certain other responsibilities to authorized Government representatives, usually this is the COR.

Contracting Officer's Representative (COR)

A “Contracting Officer’s Representative (COR)” or their designee shall be appointed by letter from the Contracting Officer. CORs or designees will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract.

Contractor

“Contractor” as used in this document refers to the company or firm awarded this contract.

Deliverable

Anything that can be physically or digitally delivered. This may include non-manufactured items such as meeting minutes or reports.

Environmentally Sustainable

“Environmentally Sustainable” as used in this document means products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Attributes of environmentally sustainable products include those that are energy efficient, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycle content, non or less toxic, Environmental Protection Agency (EPA) designated and biobased.

Modification of Contract

“Modification of Contract” is a bilateral or unilateral change in the terms of a contract.

Negligence

“Negligence” is the failure to use due care under the circumstances. It is the doing of some act, which a person of ordinary prudence would not have done under similar circumstances or failure to do what a person of ordinary prudence would have done under similar circumstances.

Quality Assurance Surveillance Plan (QASP)

The “Quality Assurance Surveillance Plan” is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement (PWS) and/or Statement of Work (SOW).

Quality Control Plan (QCP)

The “Quality Control Plan” is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of this document is the responsibility of the Contractor and given to the CO or COR via email.

Repair

A “Repair” is an act of restoring inoperable, dysfunctional, or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components, or materials.

3. REFERENCES

The publications listed within this document are incorporated by reference as setting quality, performance, and design standards for work required. Unless a specific date is provided, references are for the current edition published at the time solicitation was issued, to include any addenda or errata published by the issuing organization. The Contractor is responsible for obtaining access to all referenced documents in this PWS at their own expense.

4. GENERAL SERVICE REQUIREMENTS

The Contractor will not be responsible for controlling the temperature set point. However, the Contractor shall ensure all CRAC units are in working order and capable of reaching the set point established by the 55th Civil Engineering (55 CES) HVAC shop. Equipment shall be maintained in operational capabilities that will enable the following operational requirements.

4.1 GENERAL EQUIPMENT OPERATIONAL REQUIREMENTS

CRAC units shall be configured and operating to ensure the ambient temperature of the room is 65 degrees with only two (2) degrees variation and relative humidity is 50% with only five (5) percent variation. The data center is configured in an industry standard "hot aisle/cold aisle" concept. Cold aisle temperatures cannot exceed 76 degrees at the top of the equipment racks (approximately 6ft).

Humidity control shall apply to units that are currently configured with the capability.

4.1.1 SPECIAL REQUIREMENTS FOR OPERATION FLIGHT TRAINERS (OFTs) RC-135 OFTs Heating, Ventilation, and Air Conditioning (HVAC) units shall be configured and operating to ensure the ambient temperature of the simulation bay/room/cockpit is 70 degrees with only five (5) degrees variation and relative humidity is 50% with only a 10% variation.

4.1.2 SPECIAL REQUIREMENTS FOR USSTRATCOM

USSTRATCOM J6-Temperature is 75 degrees with only two (2) degrees variation and relative humidity is 40% with only a 5% variation. High temperature setting 77 degrees, humidity range 10-65%.

4.2 INITIAL INSPECTION

The Contractor and the COR, or designee, shall make a complete and systematic initial inspection during the startup or transition phase of the contract that will include all mechanical, electrical, and equipment list for which maintenance and repairs are covered by this PWS. The purpose of this inspection shall be to discover and list all equipment and deficiencies that may exist in the equipment and systems covered by this PWS. The existing deficiency list report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance (PM).

4.2.1 EQUIPMENT AND INITIAL DEFICIENCY REPORT (DELIVERABLES A001)

The Contractor shall submit an Equipment and Initial Deficiency Report to the CO and the COR no later than (NLT) 90 calendar days after contract start date. The equipment and deficiency report shall contain at a minimum the following details:

a. Identification number and location of the unit.

b. If no Identification number was given, assign a number to CRAC equipment, which is not already listed in Appendix E or equipment inventory list

(DELIVERABLES A003).

c. Make, model, and serial numbers.

d. Maintenance performed.

e. Repairs required.

f. Date of inspection.

g. Inspector’s name.

h. Statement of the overall condition of the CRAC unit.

Any dispute between the Government and the Contractor as to classification of initial deficiency report items will be resolved under the Disputes Clause. The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for 90 days after submission of the initial deficiency report. Deficiencies discovered after the submission of the initial deficiency report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment shall be provided. When an existing deficiency in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the Government.

4.3 EQUIPMENT INVENTORY (DELIVERABLES A002)

The Contractor shall:

a. Maintain and update the building equipment inventory and equipment labeling.

b. Maintain equipment inventory and maintenance records in a Microsoft Office format.

c. Maintain the same asset identification system currently used for new and replacement equipment unless a national asset identification standard is provided. Some asset identification systems include bar-coding, radio frequency identification, or other equipment tagging.

d. Collect and maintain an inventory of all equipment types that require maintenance or certifications pursuant to the PWS Maintenance Standards, or applicable code requirements.

e. Collect and maintain the following equipment data: Equipment Identification, Equipment Type, Equipment Description, Asset Identification Code, Manufacturer, Model Number, Serial Number, Equipment Status, Building Number, and Location (room number).

f. The Contractor shall provide all data to the Government in a format approved by the CO or COR with certification that the inventory is complete and accurate.

g. The Contractor shall annually certify that the Maintained Equipment Inventory is up to date and submit the certified inventory to the CO and COR. The certification requirement can be satisfied by the submission of an updated version of DELIVERABLES A003 with comments from the contractor ensuring accuracy of the contents on the document.

h. The Contractor shall update equipment data when equipment is added, removed, or retrofitted as part of a project, or discovered by government or the Contractor. The government may modify the contract to cover additional units in the Flood Rebuild/New Construction areas. The Government may modify the contract to decrease the number of CRAC units at any time.

i. The Contractor shall review and update equipment records including asset information, maintenance records and PM records any time maintenance is performed on a piece of equipment.

j. The Contractor shall report to the CO or COR changes to the asset inventory and PM schedule within five working days of collecting and gathering equipment information.

k. Omissions on existing inventory do not relieve the Contractor from the responsibility for the maintenance of the equipment. If the inventory data does not meet contract requirements, action to withhold payments may take place.

4.4 EQUIPMENT CONDITION ASSESMENT

During the performance of the requirements of this Contract, the Contractor shall note the condition and efficiency of equipment and systems on an ongoing basis. Any equipment or systems that the Contractor determines are reaching the end of their life cycle shall be brought to the attention of the CO and COR. When requested, the Contractor shall complete and submit to the CO and COR an itemized equipment condition assessment with their recommendation for equipment or system upgrades or replacements (that have reached their end of life cycle), including a text description of each recommended upgrade or replacement and their life cycle cost analysis that shall include estimated project cost. The equipment condition assessment reports shall be produced in Word, Excel, or PDF format and submitted electronically as an email attachment to the CO and COR.

5. MAINTENANCE PROGRAM

5.1 PREVENTIVE MAINTENANCE SCHEDULE AND CHECKLIST (DELIVERABLES

A003) The Contractor shall establish an effective system for scheduling and performing scheduled PMs on all equipment and systems requiring a PM procedure covered under the scope of this contract. The Contractor shall develop a PM checklist for each unique CRAC system listed in the equipment inventory list. Each checklist shall identify the PM tasks, services, and inspections required for the applicable interval frequency (i.e., monthly, bi-monthly, quarterly, annually).

The Contractor shall submit the checklists and scheduling system to the CO and COR, including the list of items receiving a PM procedure as well as the specific maintenance standard or guide describing the PM procedure and frequency (see Section 5.2, Maintenance Standard), for approval within 90 calendar days after contract start date.

5.2 MAINTENANCE STANDARD

As part of the Contractor’s established system for scheduling, and performing scheduled PM, the Contractor shall propose to the CO and COR, preventive or predictive maintenance standards or guides for each piece of equipment, following the manufacture’s installation, operation and service manual (where applicable) as the manufacturer or designer recommends PM. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor shall be based on manufacturer’s recommended maintenance. The Contractor shall use the most current version of the PM guides, thus assuming responsibility that the PM guides are all inclusive of all the necessary PM requirements for the equipment and systems. The preventive or predictive maintenance standards proposed by the Contractor may be based on a combination of equipment manufacturer’s recommendations, PM Guide, sensor technology, diagnostic software, Contractor’s experience and other sources. The equipment requiring contractor proposed preventive maintenance standards or guides shall include all of the equipment when any of the following equipment characteristics apply:

a. The equipment normally requires periodic replacement of consumable components.

b. The equipment normally requires periodic or occasional cleaning.

c. The equipment has moving parts.

d. The equipment is prone to failure before overall obsolescence of the system it serves.

e. The equipment requires inspection, testing, and maintenance in accordance with

NFPA codes and standards.

f. The equipment requires maintenance in accordance with any other provision of this contract.

The Contractor shall schedule PM on new equipment when the installer completes the extended maintenance service and ensure that all pertinent warranty information and proposed maintenance plans are sufficient to uphold our obligations under the warranties.

5.3 PREVENTIVE MAINTENANCE (PM) INSPECTION SERVICES

PM includes, but is not limited to greasing, oiling, changing filters, cleaning, adjusting, replacing belts, and replacing of other expendable items. It also includes scheduled work on items of equipment or systems required to provide continuing operation, to preclude unnecessary breakdowns and to prolong the life of equipment or systems. Such work will be required to be performed without disruption to the building occupants’ operations during their normal business hours. Refrigerant is not considered a consumable part/item, thus the addition of refrigerant during a PM shall be reimbursed and governed by the invoicing provisions in this document (see paragraph 7.5).

The Contractor shall perform PM in accordance with Federal requirements, maintenance standards, and manufacturer’s manual for operation and maintenance, commercial practices, and the Contractor developed checklists. All PM equipment services shall follow the PM Service intervals listed in and provided as DELIVERABLES A003 or the equipment inventory list. All PM tasks, parts, labor, materials, equipment, tools, transportation, and supervision are part of the standard services and shall not incur any additional cost to the government. Any costs deemed outside the standard PM Service shall be submitted to the CO and COR with a detailed cost estimate (parts and labor breakdown) within 72 hours of inspection. If the contractor furnishes its own materials, the price to be paid for such materials shall not exceed the contractor’s established catalog or market price. All other materials will be reimbursed on the contractor’s actual cost.

Fees or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract. The cost estimate and additional work shall be approved by the CO and COR via written communication, prior to the Contractor purchasing necessary parts or initiating additional repairs. Once written approval from the Contracting Officer and/or COR is received, the Contractor shall begin repair within 48 hours. Reimbursement for any costs deemed outside of the standard PM service shall be governed by the invoicing provisions in this document (see paragraph 7.5). PM standard service includes but is not limited to the tasks listed below as applicable to the equipment covered under this contract:

a. Examine unit for evidence of leaks or malfunctions.

b. Change air filters that meet current filters specifications when they become dirty, or in accordance with manufacturer’s recommended schedule, whichever occurs first.

c. Check drive sheaves, pulleys and belts and lubricate. Replace or adjust as needed.

d. Inspect refrigerant and condenser circuits and piping for leaks and defects or chilled water system operation and condition if applicable.

e. Inspect compressor functions and refrigerant levels, adjust as needed.

f. Check and verify fluid cooler functions, inspect fans to ensure proper operation.

g. Check function and operation of all pumps. Lubricate and maintain alignment.

h. Check condition and operation of heat transfer surfaces on fluid coolers, wash and maintain clean surface.

i. Check function of make-up system, maintain tank level and monitor for loss.

j. Check function and operation of expansion tank and log system pressures.

k. Check chilled water strainers once per year and drain sediment as necessary until the water is clear.

l. Routine maintenance and inspection of water pumps.

m. Perform any maintenance to eliminate the need to winterize the chillers and air handlers.

n. Water tower requires maintenance in accordance with manufacturer’s recommended schedule, to include pH level check and lube of applicable parts. It is required to utilize and dispense into the water, the necessary additives to reduce corrosion on a routine basis with all applicable PM.

o. Air Handlers. Chiller units need to be configured and operating properly by 25 April of every year to ensure the ambient temperature of the building is 72 degrees with only three (3) degrees variation. Routine maintenance and repairs require minimal impact to operations.

p. All pumps are required to be lubricated in accordance with manufacturer’s instructions along with the A/C filters and related components checked/replaced to include any PM and/or manufacturer’s specifications.

q. To check the filter differential pressure switch for proper adjustment.

r. A2 Belts. Belt tension shall be checked regularly (quarterly) to ensure proper tension. The amount of play in a typical drive set should be one-half (1/2) inch or to manufacturer’s specifications.

s. A3 Bearings. If the pillow block bearings or blower motors have Zerk type grease fittings, then they require grease once annually. All other blower bearings are permanently lubricated and do not require maintenance.

t. A4 Humidifier Canisters (N/A to OFTs). There is no maintenance required other than to replace the canister as required. This frequency will depend on usage and water type. A set of manufacturer's instructions for the humidifier is sent as part of the paperwork placed inside the unit when it ships.

u. A5 Fuses. Fuses will occasionally require changing especially with installations where the voltage is not consistent. Always replace fuses with those of the equivalent rating with regard to 1) amperage, 2) voltage, and 3) speed.

v. A6 Heating Elements. Clean the heating elements periodically to prevent an accumulation of dust or dirt.

w. A7 Refrigerant Filter Drier. When replacing compressors or other repairs that open the refrigeration system to the atmosphere, it is advisable to replace the filter drier.

The equivalent type and size should be used.

x. A8 Control Valves. Control valves for both water and refrigerant shall be checked for proper operation and flow rates.

y. Enterprise Building Integrator (EBI) Controls. The Contractor shall coordinate with Energy Management and Control Systems (EMCS) shop to ensure the control points for EBI are working properly. In case of control point failure, the Contractor will be responsible for the repairs.

z. Worksite: The worksite shall be maintained in a clean manner at the end of each workday. The Contractor shall clean and restore the jobsite to its original or better condition.

5.4 FUTURE GROWTH PREVENTIVE MAINTENANCE SERVICE ESTIMATE

The Contractor shall submit a cost estimate for any future growth PM services on CRAC units upon request from the Government. The Contractor will be provided the building number, room number, manufacturer, model number, serial number, facility manager and it is the contractor’s responsibility to assess the equipment and provide the PM Service interval schedule and checklist (DELIVERABLES A003). The Contractor will follow the PM Service intervals listed and coordinate with the facility managers for access to the CRAC units. The Contractor shall submit the PM Service estimate within 30 calendar days of notification.

Once the negotiated value of future PM Services is approved, the Contractor will perform all PM Services, inspections, service calls and reports listed in this PWS. All future growth is contingent upon availability of funds and will be transferred to appropriate CLIN once the negotiated value is agreed upon and modified accordingly.

6. SERVICE REQUEST AND ADMINISTRATIVE SUPPORT

The Contractor shall operate a service request and administrative support function, to act as a central point of contact for the Government to make service requests, and to track and maintain service request records. The Contractor shall provide a point of contact or customer service line that capable of receiving and/or managing service requests. The point of contact or customer service line shall he accessible 24 hours per day, 7 days per week (24/7).

The Contractor shall respond to service requests, initiate corrective actions, and identify any repair requirements during normal working hours. The Contractor shall respond to emergency service requests at all times. The Government may transmit work orders to the Contractor for non-emergency service request or emergency service request orally, by email, or by creation of a work order by a government employee or representative. The Contractor shall respond according to specified service response times.

6.1 EMERGENCY SERVICE REQUEST

Emergency service requests are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property, or any work considered by the CO and/or COR to be of an emergency nature. The Contractor shall respond to emergency service request immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours and within two (2) hours after normal working hours. The emergency repair service cost is for the flat rate of service to respond, diagnose, and provide a quote for the permanent repair or replacement of parts or unit. The quote and estimated time of completion is required 72 hours after notification. The contractor shall assess the emergency situation and secure or deem the site safe. In the case of repairs that may require parts that are not in the possession of the Contractor at the time of response to the emergency call, the Contractor is authorized to depart the site to obtain such parts after the site has been made safe/secured. The Contractor shall ensure the emergency has been secured and adequate temporary repairs have been made prior to final departure from the site. Permanent repairs shall be governed by the repair provisions in this document (see section 7).

6.2 NON EMERGENGY SERVICE REQUEST

The Contractor shall respond promptly within 12 hours, or next duty day on non-emergency work requests. The non-emergency repair service cost is for the flat rate of service to respond, diagnose, and provide a quote for the repair or replacement of parts or unit. The quote and estimated time of completion is required 72 hours after notification. The contractor shall assess the non-emergency situation and secure or deem the site safe. In the case of repairs that may require parts that are not in the possession of the Contractor at the time of response to the non-emergency call, the Contractor is authorized to depart the site to obtain such parts after the site has been made safe/secured. The Contractor shall ensure the site/non-emergency situation has been secured and adequate temporary repairs have been made prior to final departure from the site. Permanent repairs shall be governed by the repair provisions in this document (see section 7).

7. REPAIRS

The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document. Repairs are handled on a shared liability basis (see section 7.4). Relatively small value repairs (non-reimbursable repairs) are the responsibility of the Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold. If damage is caused by Contactor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding. All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during the course of this contract shall be of comparable or higher quality. The Contractor shall stock commonly used items and/or have a network of suppliers that will deliver ordered items without any delay. Whenever motors are replaced, motor size shall be recalculated, and replacement motor selection shall reflect the appropriate size.

7.1 STANDARD PREVENTIVE MAINTENANCE (PM) REPAIR

The Contractor shall furnish the labor, tools and consumable materials as necessary to perform the standard interval frequency (i.e., monthly, bi-monthly, quarterly, annually) PM services as determined for each CRAC unit. Any costs deemed outside the standard PM Service shall be submitted to the Contracting Officer and/or COR with a detailed cost estimate (parts and labor breakdown) within 72 hours of inspection. If the contractor furnishes its own materials, the price to be paid for such materials shall not exceed the contractor’s established catalog or market price. All other materials will be reimbursed on the Contractor’s actual cost. Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract.

The cost estimate and additional work shall be approved by the Contracting Officer or designee via written communication, prior to the Contractor purchasing necessary parts or initiating additional repairs. Once written approval from the Contracting Officer or designee is received, the Contractor shall begin repair within 48 hours. Reimbursement for any repair costs shall be governed by the invoicing provisions in this document (see paragraph 7.5). The Contracting Officer or designee shall approve any delays due to material delivery/procurement.

7.1.1 APPROVAL OF WORK

When the Contractor determines that a repair is needed that exceeds the non-reimbursable repair threshold, the Contractor shall immediately notify the Contracting Officer or designee. The Contracting Officer or designee shall issue a work order approval to the Contractor before the Contractor may proceed with the repair. The Contractor may defer performance of the reimbursable repair by placing the corresponding work order into a “waiting for funding” status from the time a valid proposal is given to the Contracting Officer or designee until the time an order is given to the Contractor. The time during which the work order is in “waiting for funding” status will not count against the Contractor in calculating timeliness.

7.2 NON-REIMBURSABLE REPAIRS

A non-reimbursable repair is a repair requiring under $50.00 in cost for repair parts and materials.

The cost of consumable parts and materials necessary to accomplish the standard PM tasks, which cost is less than $50.00 shall not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government. All parts, components, and consumables costing less than $50.00 each shall be the Contractor’s responsibility. The reimbursement process does not apply to the parts that the Contractor proposed to in support of the basic PM Service for this contract (i.e., monthly, bi-monthly, quarterly, and annual services). All replacement parts shall meet original manufacturer’s specifications.

7.3 REIMBURSABLE REPAIRS

Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling). If a repair exceeds the non-reimbursable repair, cost threshold established above and has been approved and verified by the CO or designee, it becomes a reimbursable repair.

Reimbursable repairs are reimbursable to the Contractor, once approved by the CO or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $50.00 (See paragraph 7.4 below).

Reimbursement of parts under this paragraph shall be charged and invoiced against the appropriate reimbursement Contract Line-Item Number (CLIN) dependent upon fiscal year purchase of such parts. Consumables, components, parts, and labor for non-emergency repair service or emergency repair service will be included in the parts and labor CLIN. The Contractor shall submit to the COR an itemized quote when replacing parts more than $50.00 each. The quote will include part number, manufacture name, and detailed costs for all parts. If the Contractor furnishes its own materials, the price to be paid for such materials shall not exceed the Contractor’s established catalog or market price. All other materials will be reimbursed on the Contractor’s actual cost.

Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract. Reimbursement for any repair costs shall be governed by the invoicing provisions in this document (see paragraph 7.5).

7.4 REPAIR SHARED LIABILITY EXAMPLE

A repair is identified and estimated by the Contractor to cost $1,200.00 for repair parts and materials. The repair required is the replacement of a pump. The defective pump was discovered during a scheduled PM inspection. The Contracting Officer and/or COR will verify and approve both the need for the repair and the $1,200.00 estimated cost of repair parts and materials. In this example, the Contractor will pay for the lubricant used during the inspection and the first $50.00 of the repair and the Government will pay the remaining $1,150.00.

a. Total estimated approved cost for repair parts and materials to complete repair:

$1,200.00.

b. Contractor’s shared liability amount to be subtracted (same amount as the non-reimbursable threshold): $50.00.

c. Total to be paid by the Government to the Contractor for the repair: $1,150.00.

The required completion date for reimbursable repairs shall be established when the CO approves the work, as mutually agreed upon by the CO or designee and the Contractor.

7.5 INVOICING

The Contractor shall invoice the Government for completed reimbursable repairs authorized, separately upon completion and acceptance of work. Invoicing shall be submitted against the appropriate reimbursement CLIN dependent upon fiscal year purchase of such parts. If the Contractor directly purchased parts or components, copies of receipts shall be attached. In general, a receipt shall be obtained from the business or supplier, and it shall show the date of purchase, place of purchase, part number, nomenclature, model number, and amount paid. Receipts shall be provided for any parts or materials for which the contractor’s costs exceed $50.00. Reimbursable repairs authorized and verified by the Contracting Officer or designee, may be invoiced separately upon completion and acceptance of work.

7.6 WARRANTIES

The Contractor shall contact installers or manufacturers, as appropriate, for work that is covered under a warranty and maintain records of warranty service. The Contractor shall avoid actions that would invalidate a warranty, unless authorized by the Contracting Officer or designee. If an installer or manufacturer fails to comply with the terms of a warranty, the Contractor shall immediately notify the Contracting Officer or designee.

7.7 QUALITY OF MATERIALS AND REPLACEMENT PARTS

Replacement components and materials shall be of similar or better quality than the components replaced, considering energy efficiency, operational characteristics, power quality, control and data acquisition, maintainability, and durability. The Contracting Officer or designee may require replacement of components with components from the same manufacturer to maintain consistency throughout the equipment. Materials and parts that are visible to building occupants shall be to building standard and maintain the same appearance as similar materials and parts in the occupied space. Components of control systems shall be replaced to tie-in to the control system with no degradation of data throughput, memory, point capacity, data acquisition, or programmability.

8. ADMINISTRATIVE MAINTENANCE OF RECORDS AND

REPORTS

The Contractor shall ensure that all records required by the contract, or produced in performance of work under the contract, are maintained in an organized manner, in electronic format, and are made available to the Government when requested. The Contractor shall receive, maintain and gather data, as well as other materials including records and manuals, related to the support and operation of Government equipment and facilities. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this contract at all times.

8.1 REPORTS

The Contractor shall develop and submit the following reports/documents: Equipment and Initial Deficiency Report, Equipment Inventory Report, PM Schedule and Checklists, Service Call (Emergency or Non-Emergency) Reports, Monthly Progress Reports, Refrigerant Reports, Contractor Employee Register and Qualification Requirements, Quality Control Plan, Mission Essential Plan, and Contractor Pandemic Plan. The Contractor shall not destroy any records pertaining to the equipment, services and employees provided under this contract. The Contractor shall be required to provide within ten (10) business days a copy of any record requested by the Contracting Officer or designee.

8.1.1 EQUIPMENT AND INITIAL DEFICIENCY REPORT (DELIVERABLES A001)

The report shall be governed and accomplished in accordance with the initial inspection and equipment inventory provisions within this document. (See paragraphs 4.2, 4.2.1,

4.3 and 4.4. for requirements).

8.1.2 EQUIPMENT INVENTORY REPORT (DELIVERABLES A002)

The report shall be governed and accomplished in accordance with the equipment inventory provisions within this document. (See paragraph 4.3 for requirements)

8.1.3 PREVENTIVE MAINTENANCE SCHEDULE & CHECKLIST (A003)

The Contractor shall coordinate with the COR and facility managers to establish and coordinate an effective system for scheduling and performing scheduled PM on all equipment and systems requiring a PM procedure covered under the scope of this contract. The Contractor shall develop a PM checklist for each unique CRAC system listed in the equipment inventory list. Each checklist shall identify the PM tasks, services, and inspections required for the applicable interval frequency (i.e., monthly, bi-monthly, quarterly, annually).

The Contractor shall submit the checklists and scheduling system to the Contracting Officer or designee. The schedule report shall include the list of items receiving a PM procedure, the specific maintenance standard or guide describing the PM procedure, and the frequency of maintenance. The schedule report shall be submitted for approval NLT 90 calendar days after contract start date, and NLT 90 days after the performance start date for each option year thereafter.

The approved schedule shall be followed to maximum extent practicable. Any changes or deviations from the approved schedule shall be coordinated and approved by the Contracting Officer or designee. Due to the nature of operations and mission requirements, the government may request changes or alterations to the approved schedule. Any changes requested by the Government will be submitted for Contractor acknowledgement at least 48 hours in advance of the requested change. (See paragraphs

5.1 and 5.2 for requirements)

8.1.4 SERVICE CALL REPORTS (DELIVERABLES A004)

The Contractor shall submit a detailed estimate with part numbers, labor, cost, and estimated time of completion to the COR. If the Contractor furnishes its own materials, the price to be paid for such materials shall not exceed the Contractor’s established catalog or market price. All other materials will be reimbursed on the Contractor’s actual cost. Fee or profit cannot be paid on materials. All labor hours performed under a prime contract that meet the requirements of a labor category or categories of that prime contract are to be paid at a fixed rate set in the prime contract. The COR will review and validate the Contractor's estimate. The Contractor shall receive written authorization from the CO or designee and COR prior to ordering any parts or proceeding with either non-emergency or emergency repair service. Reimbursement for any repair costs shall be governed by the invoicing provisions in this document (see paragraph 7.5).

Following the repair, the Contractor shall prepare and submit to the CO or designee and COR a written report detailing the date and time of the service call, the location of the CRAC unit, the repair performed, and the name of the technician preforming the repairs.

The service call report shall be submitted NLT five (5) business days after the service call repair completion. (See section six (6) for requirements)

8.1.5 MONTHLY PROGRESS REPORTS (DELIVERABLES A005)

The Contractor shall develop and submit to the Government a summary of preventative maintenance service and inspections completed during the preventative maintenance

Cycle each month. The Report should have the PMs completed for that month listed separately. The Contractor shall use the specific equipment PM checklist as governed by the general maintenance provisions within this document. The report and checklists shall be submitted NLT the tenth (10th) calendar day of the following month in which the inspection services were performed (i.e., for any inspections service accomplished in May, a report and checklists shall be submitted NLT 10 June). The government will not accept any invoices until the accurate report is received and accepted. The service report shall identify the following:

a. Copies of quality control inspections performed during the month shall be attached to the report. Refrigerant control logs shall be updated as required, and a copy sent with monthly report as needed.

b. Operating schedule changes if any along with the description of any lost time accidents or other safety problems, including incidents involving hazardous materials that occurred during the performance month.

c. The maintenance tasks and inspections performed and deferred, with a reason for deferment. With a description of any corrective action requirements noted that are needed for completing the maintenance tasks and inspections.

d. Unit identification number, manufacturer, model number, serial number, machine efficiency, type of work performed, actual time on job site, job number and location of work.

e. Include system condition and operational status information, replacement parts, and recommended replacement parts that may not immediately affect operation or efficiency.

f. Contractor shall ensure only equipment maintained within that month are included in report.

8.1.6 REFRIGERANT REPORTS (DELIVERABLES A006)

The contractor shall submit a Refrigerant Report to the CO or designee and COR whenever refrigerant is added or removed to/from any system. The report shall be submitted to the CO or designee and COR NLT the tenth (10th) calendar day of the following month in which refrigerant is added or removed to/from a system. The report shall be complete with Facility, Location, Identification number, Model number, Manufacturer, Serial number, Refrigerant type, Charge, Service description, Refrigerant recovered, Refrigerant added, Refrigerant Conversion From/To, Accidental release date, estimated amount released, Leak notes and Parts used with part numbers. Refer to Appendix C, REFRIGERANT REPORT for sample document.

8.1.7 CONTRACTOR EMPLOYEE REGISTER & QUALIFICATION

REQUIREMENTS (DELIVERABLES A007)

All Contract employees requiring routine access to federally controlled facilities and/or information systems will be required to undergo a suitability determination before a contractor badge and/or facility identification card is issued. Prior to the time that an identification card is issued, such employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

Work under this contract will require access to secure areas; the Contractor shall comply with all Installation and Agency security requirements in the building(s) where work is being performed. Access to all controlled areas is strictly permissive and subject to direction of the authorized representative. When required and upon award of the specific contract or contract modification the Contractor shall contact the COR who shall provide specific instructions for accessing the controlled work areas. The assigned Government POC will also coordinate all required escorts to project sites that are located within controlled areas.

The Contractor shall maintain current registers of employees that will require routine access to federally controlled facilities, and those who possess a contractor badge or facility identification card. The registers shall include the employee's full name (Last, First, M.I.), Date of birth, Social Security Number, Driver's License number, Issuing state for Driver’s License, U.S. Citizenship status, and AF 75 number (Visitors/Vehicle pass).

The registers shall be maintained and provided to the Government in log form via electronic submittal and shall be submitted within 30 calendar days after contract award.

Any changes to employee status or information shall be updated within seven (7) calendar days of the status or information change.

The report shall be governed and accomplished in accordance with the information listed above and the contractor qualifications provisions within this document. (See sections 9 and 12)

8.1.8 QUALITY CONTROL PLAN (DELIVERABLES A008)

The report shall be governed and accomplished in…