Attachment 1 - PWS.pdf

Performance Work Statement for

Building 1990 Operations & Maintenance Service Contract

Scott AFB Illinois

Prepared by Theodore Sotoropolis 4 August 2026

Section C - Descriptions and Specifications

P ERFORMANCE WORK STATEMENT

SECTION – C DESCRIPTION / WORK STATEMENT TABLE OF

CONTENTS

C.1 GENERAL REQUIREMENTS

C.1.1 PROJECT DESCRIPTION

C.1.2 WORK DESCRIPTION

C.1.3 MANAGEMENT SYSTEMS

C.1.4 PERSONNEL AND QUALIFICATIONS

C.1.5 REPORTS AND RECORDS BY THE CONTRACTOR

C.1.6 HOUSEKEEPING SERVICES

C.1.7 SAFETY

C.1.8 ACCIDENT/INJURY REPORTING

C.1.9 ENVIRONMENTALCOMPLIANCE

C.1.10 TRAINING

C.2 TERMS & DEFINITIONS

C.3 GOVERNMENT FURNISHED PROPERTY & SERVICES

C.3.1 MAINTENANCE ADMINISTRATION & OPERATIONS BUILDINGS

C.3.2 SITE MAPS/PLANS & FILES

C.3.3 ACCESS KEYS

C.3.4 EMERGENCY MEDICAL SERVICE

C.3.5 OPERATION & MAINTENANCE MANUALS

C.3.6 CONSTRUCTION SUBMITTAL AND SHOP DRAWINGS

C.4 CONTRACTOR FURNISHED SUPPLIES, MATERIAL, & EQUIPMENT

C.4.1 SUPPLIES, PARTS AND MATERIAL

C.4.2 EQUIPMENT

C.4.3 DAMAGE AND EQUIPMENT LOSS

C.5 SPECIFIC TASKS

C.5.1 BUILDING OPERATION

C.5.2 SCHEDULED & PREVENTATIVE MAINTENANCE SERVICES

C.5.3 ROUTINE MAINTENANCE & REPAIR SERVICES

C.5.4 DEMAND MAINTENANCE & REPAIR SERVICES

C.5.5 NEW WORK

C.5.6 TRANSITIONAL SERVICES

C.5.7 SERVICES NOT INCLUDED AS PART OF THIS CONTRACT

C.5.8 WARRANTIES

C.5.9 MAINTENANCE & REPAIR SERVICE SCHEDULING & COORDINATION

C.5.10 PREVENTATIVE MAINTENANCE PLAN & REPORT

C.5.11 DEMAND MAINTENANCE & REPAIR REPORTS

C.5.12 EQUIPMENT MAINTENANCE LOGS

C.6 GENERAL INFORMATION

C.7 REFERENCES

C.1 GENERAL REQUIREMENTS

The Contractor shall furnish all necessary labor, material, equipment and plant, except as noted herein, to perform all work in strict accordance with the Statement of Work.

C.1.1 PROJECT DESCRIPTION

Bldg 1990 is a two story, 74,064 square foot modular facility located at Scott Air Force Base, Illinois (SAFB). The facility has been in use since approximately 2007. Due to the age of the facility, numerous site features such as sidewalks and drainage, as well as building systems including, but not limited to, mechanical, electrical, elevator, HVAC, and roofing are expected to require maintenance and/or replacement within the next five (5) calendar years. This contract will provide an operations, maintenance and repair contract for the facility; the contract will consist of one (1) base period year and four (4) option years.

C.1.2 WORK DESCRIPTION

a. The primary work to be performed under this contract includes General Building Repairs, Scheduled and Preventative Maintenance executed in accordance with a Preventative Maintenance Plan, Routine Maintenance and Repair, and Contract Administration Services. The duration of the initial task order shall be one year and will be known as the “base year”. The Government may opt to award up to four additional years, each called an “option year”.

b. Demand Maintenance and Repair services are additional maintenance and repair services necessitated by age, wear and tear, which cannot be reasonably anticipated (in terms of scope of effort or quantity).

Individual task orders greater than $2,500.00 will be issued separately by the Contracting Officer, as required, for execution of these requirements.

c. The majority of work contemplated by this contract will be services and the service contract wage determination will apply. Under Demand Maintenance & Repair Services, task orders may be issued that involve construction and the task order will identify that the construction wage determination applies. If option years are exercised, the service and construction wage determinations will be updated and effective for all task orders issued during that option period.

d. Refer to C.2 for definition of these terms and C.5 for the scope of the Contractor’s responsibilities.

C.1.3 MANAGEMENT SYSTEMS

C.1.3.1 Management Plan: The Contractor shall provide a Management Plan to the Contracting Officer’s Representative (COR) for review and approval. The Management plan must be submitted within 14 calendar days of contract award and must include language for defining or stating policy, objectives, and requirements; assigning responsibility; controlling utilization of resources; periodically measuring performance; comparing that performance against stated objectives and requirements; showing work control; and taking appropriate action. The Contractor’s day-to-day operation shall adhere to this documented method. The Management Plan shall include, but not be limited to the following:

• Organizational Structure

• Lines of Support

• Subcontractor Relationships

• Operational Procedures

• Job Resumes

• Overall Approach to Work

• Preventative Maintenance Plan

• Transition Plan

• Quality Control Plan

• Safety Plan

• Security Plan

• Information Management

C.1.3.1.1 Maintenance & Repair Services Administration - The Contractor shall organize, coordinate, and manage maintenance & repair activities based on the requirements of the Contract. Contractor shall also provide a technically qualified & trained staff; submit maintenance & repair data and reports; comply with Preventative Maintenance Plan, Quality Control Plan and Safety plan, prepare equipment logs, attend meetings, and comply with Facility security requirements as follows:

C.1.3.1.1.1 Contract Services Coordination

C.1.3.1.1.1.1 Contract Manager - The Contractor shall designate an individual authorized to manage and coordinate all maintenance, reporting, quality control, and administrative services or tasks related to this Contract. This individual shall be accessible to the COR 24-hours a day throughout the Contract period to include weekends and holidays such as, New Year’s Day, Martin Luther King Jr, President’s Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The Contractor shall notify the COR in writing, of any additions, deletions, or changes in designation(s) within (2) calendar days of that change.

C.1.3.1.1.1.2 The Contractor shall organize, schedule, and manage all Building Operation, Scheduled and Preventative Maintenance, Routine Maintenance and Repair, and Demand Maintenance & Repair Service requests to assure that a sufficient number of experienced, trained, and qualified personnel are available to perform all of the services and tasks required by this Contract. The contractor must comply with the minimum requirements stated in paragraph C.5.

C.1.3.2 Maintenance Tracking: The Contractor shall be responsible for tracking and reporting all phases of maintenance and repair services. This includes scheduling routine and preventative maintenance tasks and repairs, generating work orders, tracking parts inventory and equipment history, and creating purchase orders and basic management reports. Reports should detail the specific locations, pieces of equipment and specific employees.

C.1.3.2.1 Each work order shall contain the following information: description of work, name of requester, date and time request received, piece of equipment, priority, building number, scheduled completion date, description of work performed, labor hours by trade, labor cost, parts cost (to include expendable items), subcontractor costs), total cost, date and time work completed, and name(s) of employee(s) performing the work.

C.1.3.2.1.1 The Contractor is responsible for initiating all work orders related to Scheduled and Preventative Maintenance and Routine Maintenance and Repair Services in accordance with the Contractor’s Preventative Maintenance Plan, as well as work orders related to Building Operations. The COR will inform the Contractor of Demand Maintenance and Repair requests.

C.1.3.2.1.2 The Contractor shall submit a monthly invoice to the COR. This invoice shall include the applicable task order number to support the invoice, show which work orders were completed, labor costs, and material costs and when the work was completed or when the materials arrived. The labor costs shall show by trade the number of hours worked, the hourly labor cost by trade, the labor cost by trade, and the total labor cost. The material cost shall show the invoice cost of materials used, including expendables. The Contractor shall submit copies of receipts and invoices for the materials.

C.1.3.2.2 Control of Materials: Provide an audit trail from the time of purchase to the point of installation and a part history on each part. This shall include all receipts, and if the part was used for routine & preventative maintenance or demand maintenance. The work order number shall be included with each part. Provide an issue report which shall list the description of each part, date used, work order number, cost, and if the work order was routine & preventative maintenance or demand maintenance.

C.1.3.2.3 Quality Control: In accordance with the Quality Control Plan, the results of the Contractor’s Quality Control inspections shall be recorded. A report shall be generated containing the number of inspections performed, number satisfactory, number unsatisfactory, equipment inspected, work order number, date inspected, description of problem, date of follow-up inspection, and corrective action taken. See paragraph C.1.3.4.

C.1.3.2.4 Preventative Maintenance Program: In accordance with the Preventative Maintenance Plan, the Contractor shall have a preventative maintenance program that shall be structured to perform the manufacturer’s recommended inspections, maintenance and testing regimes in accordance with the appropriate operation and maintenance manual for all building equipment and systems addressed under this contract. It shall also be structured to perform inspections, maintenance, and testing schedules in accordance with industry standards for such systems as roofs, plumbing, and commercial kitchen equipment. The program shall define the inspection interval for each individual item of equipment and records shall be maintained to reflect the dates of inspection and maintenance as well as the status of all equipment.

The Contractor shall be responsible for initiating work orders to perform all preventative maintenance according to this plan. Refer to C.5.1.

C.1.3.3 Control of Work

C.1.3.3.1 The Operational Procedures contained in the Contractor’s Management Plan shall address work control.

C.1.3.3.2 Records shall be kept of each repair and maintenance task.

C. 1.3.3.3 The Contractor shall maintain operating data on the equipment covered by this contract. The Contractor shall provide and use approved standard forms, charts, and logs approved by the COR in coordination with the Building Manager. Data to be collected/compiled /maintained includes, but is not limited to:

• Description of equipment (i.e. 10,000 BTU Oil Burner)

• Manufacturer name, address, telephone number

• Model Number

• Class (i.e. Boiler)

• Dimensions

• Speed/Capacity

• Category (asset, assembly, part)

• Relationship (association with other asset)

• Serialized (serial number of the asset)

• Maintained (yes/no requires Preventative Maintenance)

• In-Use (currently in use or spare)

• Remarks (relative to function)

• Location (room number)

• Cost (of this equipment)

• Life (expectancy in months)

• In Service Date

• Acquisition Date

• Service Expiration

• Warranty Vendor

• Warranty Expiration

• Belt Sizes and Quantities (where applicable)

• Filter Sizes and Quantities (where applicable)

• Bearing Sizes and Quantities (where applicable)

• Bar Code Number (where applicable) Data shall take the following forms:

• Daily plant or system operating logs.

• Monthly consolidated operating logs for the system.

• Recording charts filed chronologically and by piece of equipment.

• Systems report that lists all major systems in the facility and provides the operational status of each.

C.1.3.3.4 All contract records shall be available to the COR and/or Building Manager on request. The Contractor shall be prepared to substantiate all entries made on operating log sheets.

C.1.3.3.5 All changes in procedures, records, or forms shall require written approval in advance by the COR. The COR may require the Contractor to modify procedures, records, or forms, if necessary, for more efficient operation.

Any changes that may result in changed effort will be initiated by the Contracting Officer through a new task order or modification to an existing task order.

C.1.3.4 Quality Control

The Contractor shall provide a Quality Control Plan to the COR for review and approval as part of the Management Plan.

The Quality Control Plan must include language for maintaining a Quality Control program that ensures all requirements of the contract are met as specified.

C.1.3.4.1 Contents: The program shall include, as a minimum, the following:

C.1.3.4.1.1 All key personnel of the Contractor’s organization shall be identified. Their authority shall be clearly defined.

C.1.3.4.1.2 A Quality Control inspection system covering all general and specific tasks included in the contract scope of work. It shall specify tasks or areas to be inspected on both a scheduled or unscheduled basis, and the manner in which inspections are to be conducted. The inspection system shall address the Contractor’s operation, safety plan, environmental plan, preventative maintenance, and demand maintenance individually.

C.1.3.4.1.3 The names of firms or individuals tasked to perform inspections and the extent of their authority.

C.1.3.4.1.4 Proposed test methods and qualified testing laboratories to be used.

C.1.3.4.1.5 A method of identifying deficiencies in the quality of services performed.

C.1.3.4.1.6 Method of documenting and ensuring quality control operations of both prime and any subcontractor work, including inspection and testing. Copies of all inspections and tests shall be available to the COR and Building Manager.

C.1.3.4.1.7 All Quality Control programs shall consist of discrete plans constructed in such a manner that each functional area quality control plan may be extracted and used for that function only and not contain quality control information extraneous to that function.

C.1.4 PERSONNEL AND QUALIFICATIONS

C.1.4.1 Qualifications: The Contractor shall have at all times a sufficient number of qualified employees to properly, safely, and economically manage, operate, and maintain the building and systems identified in this contract. The personnel employed by the Contractor shall be journeymen, certified or licensed in their respective trades for the State of Illinois. A copy of each employee’s certification or license shall be made available to the COR upon request.

C.1.4.2 Staffing: The Contractor staff shall be sufficient to accept work request/order calls from the Facility Manager, CO or COR 24 hours per day, 7 days per week. Contractor staffing shall be sufficient to respond to and repair work order calls within the response times listed in Paragraph C.5.4.

C.1.4.3 The Contracting Officer may require the dismissal of any Contractor employee and/or subcontractor employee from the work site who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the building and its population. The Contracting Officer may require the Contractor to remove any employee from the job site who is found to violate the Disciplinary Rules or Standards of Conduct applicable to Federal employees.

The removal from the job site of such person(s) shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely services. Contractor employees shall not loiter in or around Building 1990 or the Installation during off-duty hours.

C.1.4.4 Supervision: All matters pertaining to the employment, supervision, compensation, promotion, and discharge of contract employees are the responsibility of the Contractor, who is in all respects, their employer. The Contractor shall ensure that all work required by this contract is supervised on-site by the Contract Manager or a designated alternate. The Contract Manager or designated alternate shall be available at all times, while work is in progress, to receive notices, reports, and/or requests from the CO, COR or the Building Manager. The Contractor shall provide the Contracting Officer and Building Manager with the name(s) and telephone number(s) of the Contract Manager and alternate(s) immediately upon award of the contract. The Contractor shall also provide a listing of the telephone numbers, which the Government may use at any time to directly contact the Contractor, Contract Manager, or designated alternate after normal work hours or in the event of an emergency. The Contract Manager shall be made available to the work site no later than one hour from notification of an emergency service request to include weekends and holidays. The Contractor shall supply, as part of the Contractor’s business cost, effective local communication devices for each of the Contractor’s core staff.

C.1.4.5 Uniforms: All contractor employees, with the exception of administrative personnel (Contract Manager and Administrative Assistant), while on duty, shall wear a distinctive uniform having the Firm’s name device permanently affixed to the uniform. All employees, including administrative personnel, shall display a government issued identification badge showing first and last names in readily readable letters and photograph. Uniforms shall be furnished by the Contractor and of a design approved by the Building Manager. Security badges and keycards shall be provided by SAFB in accordance with facility security requirements. Personnel shall present a neat, clean, and well-groomed appearance at all times.

C.1.4.6 Continuity of Operations: The Contractor shall maintain, without interruption, the services defined in this specification. In the event that the Contractor’s employees strike, the Contractor shall obtain (at the Contractor’s expense) qualified employees to continue the services required in the performance of this contract.

C.1.5 REPORTS AND RECORDS BY THE CONTRACTOR:

C.1.5.1 The Contractor shall be responsible for operating a well-organized administrative function, and shall properly record and file all administrative type data.

C.1.5.2 The following data shall be filed for periodic Government review:

• Reports of safety inspections.

• Safety Incident reports. Refer to Section C.2 for definition of a Safety Incident.

• Policy and procedures manual including organizational chart; periods of coverage; job descriptions;

and written procedures for normal and emergency operations.

• Records noting number and qualifications of employees.

• All data required by paragraph MANAGEMENT SYSTEMS.

• Refrigerant form filled out and turned in monthly. See the attached.

• Records noting tonnage of universal waste that is stored and recycled shall be reported monthly. See paragraph 1.9 ENVIRONMENTAL COMPLIANCE.

C.1.6 HOUSEKEEPING SERVICES

The Contractor shall be responsible for cleaning all equipment rooms, mechanical spaces, electrical closets, HVAC supply and return grills, light fixtures, and the areas of Building 1990 furnished to the Contractor. Areas shall be maintained in a clean, uncluttered manner.

C.1.7 SAFETY

The Contractor shall submit its Safety Plan within 14 calendar days from contract award.

C.1.7.1 Responsibilities

C.1.7.1.1 The Contractor shall comply with the safety requirements of EM 385-1-1 as well as those specified herein.

C.1.7.1.2 The Contractor shall establish a comprehensive safety program, which shall consist of education, training, and enforcement of safety standards. All equipment and facilities shall be maintained in accordance with safe practices.

When working in or around a construction zone, hard hats and other Personal Protective Equipment (PPE) is required.

PPE must include hard hats, safety glass, steel-toed shoes as a minimum with other PPE as applicable to the construction performed.

C.1.7.1.3 The Contractor shall be responsible for planning, organizing, and implementing an electrical ground safety program to include the management of such programs by compliance with regulatory directives; accident prevention and control; safety education and promotion; accident investigation, analysis, and reporting; and coordination in support of occupational health and sanitation.

C.1.7.1.4 The Contractor shall conduct and document a weekly safety meeting for all employees. Provide a report of the safety meeting and attendance to the COR

C.1.8 ACCIDENT/INJURY REPORTING

Immediately upon the occurrence of a job-related injury, the Contractor shall prepare a report and forward it through the COR with a copy furnished to the Building Manager and to the Installation Safety Officer. If an injured employee is incapacitated and unable to report for work on his/her next regularly assigned shift, the Contractor shall prepare and forward a form stating such through the COR with a copy furnished to the Building Manager and to the Installation Safety Officer within seven workdays after the accident occurs. Any technical advice and assistance necessary in accident investigation and reporting may be requested from the Installation Safety Officer through the Building Manager.

C.1.9 ENVIRONMENTAL COMPLIANCE

C.1.9.1 The Contractor is responsible for knowledge of and compliance with all environmental laws, regulations, and programs of SAFB, and those of the counties, state, and Federal agencies that relate to or may arise under the performance of this contract. Included, but not limited to, is compliance with applicable standards for the prevention, control and abatement of environmental pollution in full cooperation with the Installation and Federal, States, and local Governments.

C.1.9.2 Penalty charges resulting from citations against Department of Defense, or its agents, officers, or employees due to the Contractor’s failure to comply with environmental laws, regulations, and programs, that relate to or may arise under the performance of this contract may be deducted or set- off by the Government from any moneys due the Contractor, and with respect to such citations, the Contractor shall further take any corrective or remedial actions as directed by such agencies.

C.1.9.3 The Contractor and all employees, including subcontractors, shall participate in the annual Spill Prevention, Control, and Countermeasure (SPCC) training provided by Installation Support Environmental.

C.1.9.4 The contractor shall store and recycle universal waste in accordance with applicable state and federal regulations.

C.1.9.5 Certification for all handlers of refrigerant shall be submitted prior to handling of any refrigerant and updated as necessary thereafter.

C.1.9.6 Certificates of Disposition shall be submitted upon receipt if applicable.

C.1.9.7 All hazardous material or waste stored requires a Safety Data Sheets (SDS) submittal, regardless of quantity.

C.1.9.8 All contractors and subcontractors should purchase and provide environmentally preferable products whenever possible per Executive Order 13693.

C.1.10 TRAINING

The Contractor is responsible for maintaining a qualified and well-trained workforce.

C.1.10.1 Training courses which are required to maintain general occupational currency and/or certification will not be reimbursed by the Government.

C.1.10.2 All Contractor employees must attend and complete Department of Defense (DOD) related security and other training. This is the same training required of DOD employees. The training includes but is not limited to:

• Protection of Classified Information Training

• Physical Security Training

• Anti-Terrorism Training

• Training for persons who frequently enter Restricted Areas

• Information Security Training

• Information Assurance Awareness Training

• Operations Security Training

• Personally Identifiable Information Training

• Threat Awareness and Reporting Program Training

C.2 TERMS & DEFINITIONS

The following terms included in the Contract's scope or work, specifications, and technical exhibits shall apply as noted.

C.2.1 BUILDING OPERATION. The routine, systematic use of manpower to assure continuous function of systems and equipment to include all mechanical, electrical, plumbing, and conveyance systems

C.2.2 CONTRACTOR. A person or persons authorized to act on behalf of the firm awarded the Contract in contractual matters.

C.2.4 CONTRACTOR’S REPRESENTATIVE/CONTRACT MANAGER. A person or persons designated by the Contractor to be the principle point of contact for coordination of work performed under this Contract and the day-to-day management of the Contract.

C.2.5 CONTRACTING OFFICER (KO). A person with the authority to enter into contracts, contract changes, and administers contracts on behalf of the Government.

C.2.6 CONTRACTING OFFICER'S REPRESENTATIVE (COR). A person or persons officially designated by the Contracting Officer, who performs specific administrative functions.

C.2.7 BUILDING MANAGER. A government employee(s) within the SAFB organization that has been charged with the overall responsibility of operation, maintenance, and repair of the facilities. The Building Manager is assigned the authority to act on behalf of SAFB in the development of service and/or maintenance work order requests to be forwarded to the Contracting Officer’s Representative for disposition

C.2.8 DEMAND MAINTENANCE & REPAIR SERVICES. All required maintenance work not classified as "Scheduled & Preventative Maintenance Services" or as “Routine Maintenance & Repair Services” shall be considered as "Demand Maintenance & Repair Services". The Contractor shall perform "work and task orders" for "Demand Maintenance & Repair Services" based on a priority system. Refer to C.5.4.1.

C.2.9 MAINTENANCE. The recurring work requires keeping building equipment, systems, or materials in such a condition that it may be continuously and efficiently used for its designated functional purpose.

C.2.10 QUALITY ASSURANCE. A method used by the Government to assure that the quality of goods and services provided by the Contractor are acceptable in accordance with established standards and requirements of the Contract.

C.2.11 QUALITY CONTROL. Those actions taken by the Contractor to evaluate services performed to ensure that the requirements of the Contract are met. These actions should be in accordance with the approved Quality Management Plan.

C.2.12 REPAIR. The restoration of equipment, systems, or material by servicing, re-assembling, or replacement of parts, components, and sub-systems.

C.2.13 ROUTINE MAINTENANCE & REPAIR SERVICES. This includes minor maintenance which is neither scheduled nor preventative but can be predicted to occur intermittently as building problems occur or building components fail. Also included is assistance in testing and troubleshooting to identify and scope Demand Maintenance and Repair work items.

C.2.14 SAFETY INCIDENT. Also known as a near miss, or a close call. It is an unplanned event that did not result in injury, illness, or damage – but had the potential to do so. Only a fortunate break in the chain of events prevented an injury, fatality or damage. Although the label of 'human error' is commonly applied to an initiating event, a faulty process or system invariably permits or compounds the harm, and should be the focus of improvement

C.2.15 SCHEDULED & PREVENTATIVE MAINTENANCE SERVICES. Maintenance involving periodic inspection and servicing to sustain and prevent the breakdown of equipment, systems, or material. Services shall be based on the equipment of system manufacturer's technical manuals, literature or industry/trade standards. Services shall include providing all required labor, material, parts, fluids, lubricants, connectors, required tools, and diagnostic equipment to complete the maintenance work. Services also include transportation to and from the site, gaining access to the equipment, system, or material to be maintained, and any associated clean-up work.

C.2.16 TASK ORDER. A task order is a contractual term for the document that issues work to the Contractor.

Under this contract, one or many work orders may be executed under a single task order.

C.2.17 WORK CLASSIFICATION. The classification of work is determined by the proper wage rates that are to be applied (maintenance versus construction) and only in the realm of Demand Maintenance and Repair Services or New Work. The task order will clearly indicate when use of construction wage rates is applicable.

C.2.18 WORK ORDER. A work order is a facilities management term for the document that identifies specific items of effort to be performed and tracks the status and pertinent information of the effort from request to completion.

C.3 GOVERNMENT FURNISHED PROPERTY & SERVICES

The Contracting Officer will provide or make available to the Contractor, Government owned property and various services based on the following conditions:

C.3.1 SITE MAPS/PLANS & FILES

The Government will provide the Contractor site maps, floor plans, and “as-built” drawings (when available) of the facility. The Contractor is responsible for maintaining “as-built” drawings to current conditions. Drawings will be in a digital format using AutoCAD current version software or one year prior. “As-built” drawings will be made available to the COR and Building Manager for inspection and/or reference.

C.3.2 ACCESS KEYS

The Building Manager will provide keys to B1990. To access mechanical rooms, electrical closets, kitchen, and roof access doors, the Contractor will be required to check out a key from a lock box located on the 1st floor of the building on an as-needed basis; no keys will be permanently issued out.

C.3.3.1 Key Control – Overall key control will be maintained by the Building Manager. The Contractor shall establish and implement methods for ensuring that those access keys issued by the Building Manager are not misused by unauthorized persons or lost and misplaced

C.3.3.2 Key Duplication – Facility keys issued to the Contractor by the COR and/or the Building Manager shall not be duplicated.

C.3.3.3 Key Loss – The Contractor shall immediately report the loss of any key issued by the COR or the Building Manager. The Contractor is responsible for all costs (material & labor) associated with door lock or cylinder core replacements if keys are lost or misplaced.

C.3.3 EMERGENCY MEDICAL SERVICE

The Government will not provide medical treatment to Contractor employees for on-the-job injuries. The Contractor is responsible for transferring their employees to off-post medical treatment facilities.

C.4 CONTRACTOR FURNISHED SUPPLIES, MATERIAL, & EQUIPMENT

C.4.1 SUPPLIES, PARTS AND MATERIAL

All parts, materials and consumables for routine and Over & Above work shall be reimbursed at cost. The Contractor shall not add any fees or mark ups to the parts, materials and consumables. All Contractor supplies, parts, and materials shall be new, of high quality, modern in design, and shall give long life and reliable operation. The items used shall be standard products of manufacturers regularly engaged in the production of such supplies, parts, or materials. The workmanship shall be of the highest quality in every detail. The quality of any repair work shall be as good as or better than the original. The COR reserves the right to disallow the use of any Contractor proposed parts, material, or supplies.

C.4.1.1 Hazardous materials, toxic agents, and hazardous environments shall be handled in accordance with EM385- 1-1 Safety Manual.

C.4.1.2 The Contractor will compile a list of expendable supplies and long lead-time items recommended for purchase and stockpiling. Items expected to be routinely used and can be bought at bulk discounts (e.g. filters, fluorescent tubes, etc.); are considered to be critical in the continued operation of the facility and require such a long lead-time for purchase and delivery that operations could be severely impacted if not immediately available on-site; or are normally required for maintenance but in such small quantities that their cost cannot be attributed to a particular piece of equipment (e.g.

lubricants) should be considered for purchase and stockpiling. The listing will delineate a description of the supply, the recommended quantity to be purchased, the estimated duration of the stockpiling quantity, the unit cost and bulk cost. The listing shall be provided to the Building Manager for review, modification and concurrence. The Building Manager will forward the list with a recommendation for approval to the COR. Upon approval by the COR, the Contractor shall be issued a task order by the Contracting Officer for the purchase and stockpile of these items for use during the course of the contract. The contracting officer may decide to purchase items from the contractor or use another method for procurement.

C.4.1.2.1 The Contractor shall track purchase and use of stocked items to include date of purchase, purchase cost, unit cost, date of use, work order number where used, and balance remaining.

C.4.1.2.2 The Contractor will notify the Building Manager and COR when stocked supplies need to be replenished.

Notification will be provided such that adequate time is allowed for the COR to initiate a task order from the Contracting Officer for the purchase and the supplies may be ordered, shipped and received by the Contractor prior to the on-hand supply being totally depleted.

C.4.1.2.3 The Contractor will be held responsible for the accounting of all stockpiles and their use. Upon completion or termination of the contract, all stockpile remaining in the inventory will become property of the Government.

C.4.1.3 Any parts or supplies the Contractor requires for the performance of work requests that are not purchased through the stockpiling process delineated above, shall be part of the Contractor’s proposal for executing that particular task order. For any single part or supply that exceeds $2,500.00, the Contractor will submit with the proposal, quotes from three independent sources. The quotes shall clearly indicate supplier names, location, phone number, item description/number, and cost to include any and all shipping and handling charges.

C.4.2 DAMAGE AND EQUIPMENT LOSS

All work performed by Contractor personnel shall be done so as to preclude damage or disfigurement of furniture, equipment, and building structures. The Contractor will be held liable for loss or damage to any part of the building fixtures, or equipment when caused by his/her employees. The Government will not be held responsible for any item of the Contractor’s equipment that may be lost, damaged, or stolen.

C.5 SPECIFIC TASKS

The Contractor shall perform Building Operation, Scheduled & Preventative Maintenance Services, Routine Maintenance and Repair, Demand Maintenance & Repair Services, and related Contract Administrative Services as follows described below. Should any work reveal the presence of an unanticipated hazardous or toxic material, the Contractor is to stop all work, secure the area to limit building occupant’s exposure to the material, and notify the COR and the Building Manager immediately.

C.5.1 BUILDING OPERATION

C.5.1.1 GENERAL. The Contractor shall also be responsible for the operation of all mechanical, electrical, plumbing, and conveyance systems. These include but are not limited to:

• Heating, Ventilating, and Air Conditioning (HVAC) systems and controls

• Electrical power distribution system, emergency generators, water heaters, and building lighting systems

• Plumbing domestic water supply systems, water heating systems, drain-waste-vent systems, grease traps, and storm drainage systems.

• Elevators and associated equipment and controls

C.5.1.2 OPERATION OF HVAC EQUIPMENT - The Contractor is responsible for all operation of HVAC equipment.

The Contractor shall be responsible for scheduling and initiating work orders required to operate the equipment to match Facility established schedules. The work effort includes the monitoring of airflow and temperatures and the adjustment and balancing of systems to maintain a comfortable work environment throughout the facility throughout the year. A comfortable work environment is defined as 68 to 72 degrees F during the building operating hours as defined in paragraph 5.9

C.5.2 SCHEDULED & PREVENTATIVE MAINTENANCE SERVICES

The Contractor shall service, maintain and repair all systems and equipment covered by this Contract that is under warranty in accordance with the manufacturer’s warranty instructions and shall assume full responsibility for such equipment and systems after any warranty expires. The Contractor shall perform Scheduled & Preventative Maintenance Services in accordance with the required Preventative Maintenance Plan.

C.5.2.1 Scheduled & Preventative Maintenance involves servicing each of the facility's permanent building systems and commercial kitchen equipment, including mechanical equipment; HVAC systems with their related electrical service & controls; fire extinguishers; elevators; energy monitoring and control system; kitchen hood fire suppression system and roofing systems. Efforts in this category of work may include inspections; testing; cleaning;

systematic replacement of parts, filters, etc.; lubrication of moving parts; re-tensioning of belts; caulking; and sealing. The Contractor shall also inspect and maintain systems and equipment under warranty to ensure compliance with manufacturer's instructions. All Scheduled and Preventative Maintenance shall be executed in accordance with the Contractor's submitted plan.

C.5.2.2 Equipment Locations - Mechanical equipment and HVAC components are located in mechanical equipment rooms, on roofs, within the building, within suspended ceiling, or mounted on exterior slabs/pads.

C.5.2.3 Roofing system maintenance includes inspecting & maintaining the roofing surface, drains, scuppers, and flashing at the parapet walls, vents, exhaust fan curbs, HVAC equipment pads, and roof access hatches. The rooftop unit air conditioner units (RTU) will require ongoing maintenance. The Contractor is required to implement a preventative maintenance program which will include the items listed below. Due to the age of the RTU, the Contractor shall anticipate replacing up to three (3) RTU during the five year life of the contract.

• Regular filter replacement. At the start of each heating and cooling cycle, or more often as required.

• Annual inspection and cleaning of evaporator coils, condenser coils.

• Annual flushing of condensate drainage system at the start of each cooling season, to include inspection for proper drainage.

• Evaporator fan belt inspection at the start of each heating and cooling season, or as required, adjustment or replacement as necessary.

• Inspect condenser fans at the start of each cooling season

• Inspect economizer, outside air damper, exhaust/relief fans annually.

• Check refrigerant annually at the beginning of each cooling season and inspect for leaks.

• Inspect and confirm proper operation of all controls and safeties between RTU and thermostats prior to the start of each cooling and heating season.

• Log all inspections, filter/parts replacements, refrigerant charges, etc.

C.5.2.4 The Contractor shall be responsible for lighting system lamp replacement and for the proper disposal of all lamps removed. The Contractor is responsible for both planned and unplanned lamp disposal and replacement.

C.5.2.5 The Contractor is responsible for performing maintenance on the exterior. The Contractor shall, at a minimum, quarterly inspect the entire exterior of the facility to identify and repair leaks in doors, windows and walls. The cost of this effort shall include all scaffolds, safety equipment, training and supplies.

C.5.2.6 The Contractor is responsible for performing maintenance on all interior surfaces including but not limited to walls, ceiling surfaces, floors, and trim. The Contractor is responsible for inspecting, identifying, patching and/or repairing all defects.

C.5.2.7 The Contractor shall annually, as a minimum, inspect/test the boiler system, chiller system and emergency electrical generator system.

C.5.2.8 Switchgear cleaning and calibration. All work association with this maintenance shall be conducted during non-business hours. The outage shall be approved by the COR before work can begin.

C.5.2.9 Kitchen Hood Cleaning. The Contractor shall clean the Kitchen Hoods quarterly.

C.5.3 ROUTINE MAINTENANCE & REPAIR SERVICES

Additional maintenance and repair services are expected of the Contractor that are not scheduled or preventative in nature but can be expected to occur intermittently during the contract period as building problems occur or building components fail. These service requirements are so small and/or simplistic that the issuance of individual task orders would not be practical. These services are to be part of the annual task order issued for scheduled and preventative maintenance services. Work to be included in this category includes, but is not limited to replacement of light bulbs and fluorescent tubes; unclogging drains; reconnecting loose wiring; locksmith services for furniture, hanging framed photos/pictures, adjusting clocks to show the correct time, hanging smartboards / projectors and other projector screens, assembling carts or other office items, adjusting door closure hardware; replacing water valve gaskets/seals; etc. Also to be included is technical assistance in the testing; troubleshooting; identification; and/or scoping of maintenance service work orders that would be appropriately executed through Demand Maintenance.

C.5.3.1 Miscellaneous Repair Items – In addition to the above, the Contractor shall be responsible for the following:

C.5.3.1.1 Installation of additional electrical receptacles at the direction of the COR. The number of receptacles will not exceed twelve (12) per year.

C.5.3.1.2 Furniture. Repair of minor dents and dings. Assembly and building of replacement furniture. Furniture moving / delivery from the dock.

C.5.3.1.3 Carpet. Repair of damaged carpet.

C.5.3.1.4 Clean up. After all maintenance activities, the contractor shall clean up the area and return it to its normal condition.

C.5.4 DEMAND MAINTENANCE & REPAIR SERVICES

The Contractor shall provide Demand Maintenance & Repairs to the permanent building’s exterior, interior and architectural/mechanical/electrical systems, to include commercial kitchen equipment and providing locksmith services for furniture. The Contractor shall coordinate with the Building Manager on maintenance and repair work that impacts the normal office workflow. (for example: power outages, ingress/egress disruptions, blocked passageways, noise disruption, lighting interruptions, health and safety issues, odors, dust, etc.). The Contractor shall coordinate with the Building Manager and the COR regarding the progress and status of all repairs.

C.5.4.1 Demand services are classified based on 4 priorities:

C.5.4.1.1 Priority #1 (Emergency) - Repair work required to protect the health and safety of people and prevent facilities or property from sustaining serious damage. This work includes but is not limited to the examples below: Examples of Priority #1Work:

• Gas Leak

• Water main leak that is causing damage

• Entire building plumbing stopped up

• No hot water in kitchen

• Faucet running full force

• Loss of water pressure

• Toilet overflowing

• Significant roof leak

• Air conditioning out in entire building

• Heat out in a significant portion of the building

• Electrical power and gas utility outages

• Server Room electrical power interruptions

• Security problems or breaches

• Replacement of projector bulbs during an ongoing conference

C.5.4.1.2 Priority #2 (Urgent) - Work to correct an unsafe condition which is not an emergency or immediate hazard to people but should be accomplished in urgent manner to protect property, maintain operations and ensure continued leadership functions within the Senior Executive Service (SES) office areas. Examples of Priority #2 Work:

• Plumbing fixture stopped up

• Kitchen equipment inoperative

• Roof leaks

C.5.4.1.3 Priority #3 (Normal) - Work that is not urgent but is required to maintain, repair, or remodel property and improve operations. Examples of Priority #3 Work:

• Heat or AC that affects only one room

• Dripping faucet

• Cracked glass

C.5.4.1.4 Priority #4 (Awaiting Scheduling) - Required maintenance, repairs, and remodeling work to facilities and property that needs to be scheduled based on lead times to order or obtain replacement parts/material or any operational and seasonal requirements.

C.5.4.3 Maintenance & Repair Service Requests and Reports - The Building Manager shall initiate and identify Demand Maintenance & Repair Services, including identifying the type of and priority of the work. The Contractor shall record all "service requests" as work orders. Demand Maintenance & Repair Services also include the following requirements:

C.5.4.3.1 Priority #1 (Emergency)

The Contractor shall immediately initiate corrective action for all Priority #1/Emergency situations ordered by the COR.

If the Contractor's staff is not on-site or requires additional help, the Contractor's stand-by staff shall be at the repair site within one (1) hour after notification by the COR. Work shall be expedited around the clock until repairs are completed.

Priority #1 (Emergency) Service - The existing Johnson Control system has a dial-up notification feature to notify personnel of an emergency. The Contractor shall input the telephone numbers of his/her key maintenance personnel that are required to respond to an emergency that requires their attention within one hour of the occurrence. The Contractor shall provide 24-hour a day Priority #1 (emergency) level service to the facilities during weekdays/nights, weekends, and holidays. Emergency service work takes priority over all other repair work and requires immediate action, including diverting work crews from other scheduled maintenance activities.

C.5.4.3.1.1 The Contractor will be provided with a task order for up to $25,000 of Emergency Service work at the start of the contract to be used at the discretion of the COR. The stated amount does not include travel time and is for time spent only on the Installation. Reimbursement for travel time shall not be made for services of any kind. The COR must be notified telephonically of the contractor's arrival and again upon departure. The Contractor shall submit substantiating documentation to the Building Manager and COR for verification and approval. If it is determined that the emergency service is a result of a lack in preventative maintenance or improper repair procedures, the time used shall not be considered emergency service.

C.5.4.3.1.2 The Contractor shall respond to requests for emergency service within one hour of notification from the COR, unless specifically stated otherwise. Regularly scheduled maintenance can be performed concurrent with emergency service if the normal maintenance is scheduled to occur within 7 calendar days of the emergency work.

C.5.4.3.1.3 The Government shall issue additional task orders for emergency services over the initial $25,000 allocated, as needed, to maintain a sufficient balance to cover additional potential emergencies. Any funding allocated for emergency service not used by the end of the contract shall be credited to the Government. The contract amount will be adjusted to reflect the credit for these unused services.

C.5.4.3.2 Priority #2 through #4 Services - The Contractor shall receive "service requests" from the Building Manager for "Urgent, Normal, or Awaiting Scheduling" Demand Maintenance & Repair Services as outlined in Section C.2.

C.5.4.3.2.1 Rescheduling of service requests (based on unscheduled activities or equipment/part order delays etc.) shall be coordinated with the COR and the Building Manager.

C.5.4.3.2.2 Priority 2 work requires the Contractor to respond and complete the "work or task order" within three

(3) business days after notification by the COR.

C.5.4.3.2.3 Priority 3 work requires the Contractor to respond and complete the "work order" within ten (10) business days after notification by the COR.

C.5.4.3.2.4 Priority 4 work requires the Contractor to coordinate the "work order" response and completion schedule with the COR.

C.5.4.4 Utility Repairs - Utility services involves repairing water, sewer (sanitary & storm), and gas line leaks or breaks and clearing obstructions in water & sewer lines. Repair services also involve restoring electrical service and repairs to the security alarms and energy monitoring controls.

C.5.4.4.1 Limits of Utility Repairs - The Contractor shall include repair service to water, sewer (sanitary & storm), and gas service utility lines as follows:

C.5.4.4.1.1 Water Service Lines - Work will be limited to the service line extending from the water meter cut-off valve to the facility. Maintaining the cut-off valves is not part of the Contract.

C.5.4.4.1.2 Sewer Lines - Work will be limited to interior sewer pipes and exterior sewer pipes within (5) feet from the exterior of the facility.

C.5.4.4.1.3 Gas Service Line - Work will be limited to repairing lines from the gas main cutoff valve to the facility and within the facility.

C.5.4.4.1.4 Electric System - Work will be limited to the interior distribution panel(s) and any exterior lighting line serviced by an interior panel. Servicing interior transformers is included in the Contract.

C.5.4.4.1.5 Exterior Lighting - Servicing all building mounted exterior lights is part of this contract. The servicing of pole mounted exterior lighting is not included in this contract

C.5.5 SERVICES NOT INCLUDED AS PART OF THIS CONTRACT

Certain services are not included in this contract, and the Contractor shall have no responsibility for them.

• Lawn Maintenance: including grass cutting, hedge trimming, fertilization, etc.

• Office electronic equipment: such as photocopiers, computers, and printers; other than those specifically designated elsewhere in this contract.

• Pest control.

• The Contractor is not responsible for paving of parking lots.

• Replacing the entire…