Attachment 1 PWS OM Support Services_Charleston SC.pdf

Agricultural Research Service

U.S. DEPARTMENT OF AGRICULTURE

Performance Work Statement

Operations And Maintenance

Support Services

Southeast Area US Vegetable Laboratory

Charlston, SC

TABLE OF CONTENTS

1. GENERAL…………………………………………………………………………….……………………3

2. DEFINIITIONS…………………………………………………………………………………………… 4

3. ENVIRONMENTAL REQUIREMENTS…………………………………………………………………...11

4. PERIOD AND PLACE OF PERFORMANCE……………………………………………………………...12

5. GOVERNMENT FURNISHED PROPERTY AND SUPPLIES…………………………..………………….12

6. CONTRACTOR PROPERTY AND PERSONNEL……………………………………….………………...13

7. WORK MANAGEMENT…………………………………………………………………….…………….13

8. MAINTENANCE AND REPAIR OF BUILDING AND STRUCTURE………..……………………………...21

9. GROUNDS MAINTENANCE……………………………………………………………………………..23

10. HEATING, VENTILATION, AIR CONDITIONING (HVAC ) & REFRIGERATION…………….………….24

11. ELECTRICAL SERVICES……………………………………………………………………….……….26

12. CUSTODIAL SERVICES…………………………………………………….…………………………..27

1. GENERAL

1.1. BACKGROUND

The USDA, Agricultural Research Service (ARS), US Vegetable Laboratory (Site) in Charleston, South Carolina conducts research to solve region-wide and national problems in the production and protection of vegetable crops. This research is conducted in close cooperation with the thirteen (13) southeastern agricultural experiment stations. The mission of the laboratory is: 1) to improve genetic populations of vegetable crops by combining resistance to diseases and pests (nematodes, insects, and weeds) with favored quality characters and improved yield potentials; and 2) to develop knowledge on disease and pest biology, ecology, and epidemiology that can be used as a basis for the development and implementation of new, reliable, environmentally sound integrated management systems that rely on host resistance, biocontrol, and natural compounds rather than conventional pesticides.

1.2. STATEMENT OF WORK

This performance work statement (PWS) specifies services required to provide the full range of operational and maintenance support to the Site. These services must be provided to the entire Site with exceptions as listed in various sections. The Government and the Contractor understand and agree that services to be delivered under this contract by the Contractor to the Government are nonpersonal services and the parties recognize and agree that no employer-employee relationship exists or will exist under the contract between the Government and the Contractor’s employees. The Contractor’s employeeswill act and exercise personal judgment and discretion on behalf of the Contractor.

The Contractor must provide all labor, supervision, equipment, and materials, except those specified as Government furnished, to provide facilities maintenance for the site.

Facilities maintenance functions include but are not limited to: the areas of work, preventive maintenance, building maintenance, alteration and repair, grounds maintenance, heating ventilation air conditioning and refrigeration, plumbing, electrical, emergencies, and custodial services.

The Contractor must perform all work described in this PWS in accordance with all Federal, State, and local laws, regulations, codes and USDA and ARS directives, as applicable. The Contractor must perform all related services necessary to carry out the provisions of this contract, including quality control, financial control, maintenance of accurate and complete records, files and libraries of documents to include Federal, State, local regulations, codes, laws, technical manuals, warranties and manufacturers’ instructions and recommendations.

The Contractor must be familiar with the ARS Policy and Procedures 242.8 ARS Facility Operations and Maintenance and prepare to implement and comply with plans. The

Contractor must prepare and provide required reports, compile historical data, perform administrative work, and submit any necessary information, as specified in this contract.

All Contractor employees must obtain and maintain a local access badge from this location; instructions on how to obtain a badge will be provided after award. Such functions are in direct support of the research mission of the Site. Each Contractor employee must adhere to standards of conduct, competency, appearance, and integrity that reflect credit to the employee, the Contractor, and the Government.

The Contractor must comply with the location’s badge policies and procedures established by the USDA Directives 4620-002 series.

The Contractor must appoint a representative to manage compliance and upkeep of all assigned badges given.

The Contractor must utilize the FMX workorder system to receive requests and properly document services and repairs before closing the workorder.

2. DEFINITIONS

As used throughout this document and the administration of this contract, the following terms will have the meaning below:

Acceptable Quality Level (AQL). The expected level of performance. Performance that does not meet the AQL will be rejected by the Government. The AQL for all Additional Work is 100%.

The designation of an AQL does not imply, nor will it be interpreted to mean, that the Contractor has the right to intentionally perform in a defective manner. The Government expects the Contractor to attempt to meet all standards at all times.

Additional Work. Additional work is defined as work within the general scope of the contract, but not specifically described in the PWS. Examples of additional work may include: 1) emergency work not included in Routine work; 2) equipment maintenance above workload data and not included in Routine work; 3) maintenance, alterations and repair of building structures outside the building footprint; 4) moving furniture, relocating offices, and assembling furniture; 5) voice and data cable distribution; 6) mechanic overhauls; 7) fabrication/modification of boiler plant; 8) replacing HVAC systems; 10) asbestos abatement (other than glove bag abatement which will be considered Routine work); and 11) execution of any engineering and planning work. However, engineering and planning involved to develop specifications and estimates for additional work must be considered Routine Work. Preventive maintenance for a building used exclusively by one research unit will be considered additional work.

Additional Work Order. A task order for additional work. Such orders shall not exceed $25,000 per order. The task order must be signed by the CO in order to authorize work.

Additional Work Order Request. Request made by CO or designated Government Official for work or services not considered Routine work. The Contractor shall prepare a written Estimate for every such request. The request does not authorize work.

Alteration. The work required to adjust interior arrangements or exterior characteristics of an existing real property facility.

Continuous Uninterruptible Services. Services in the PWS that require 24 hours 7 days a week, uninterrupted operations, including all National and religious holidays.

Contract Discrepancy Report. Written documentation of Contractor non conformance or lack of performance for contracted work.

Contractor. Refers to both the Prime Contractor and all Subcontractors.

Contractor Furnished Property (CFP). All property and supplies, other than Government

Furnished Property (GFP), required to perform the specified services of this contract.

Contracting Officer (CO). A Government employee with the authority to enter into, administer, and terminate contracts and Additional Work Orders and render final decisions on orders and the contract, and to administer the day-to-day performance of the contract.

Contracting Officer’s Representative (COR). A liaison between the Contractor and Contracting

Officer with the authority to provide clarification, guidance and monitor contractor performance with respect to contract specifications, request corrective action, record and maintain information on contractor performance, which is forwarded to the Contracting Officer. The COR has no authority to issue task orders, obligate funds, or make changes to the contract or orders.

Critical Equipment and Facilities. Those items of equipment and facilities that must operate continuously to support critical missions. Failure of the equipment or facilities may affect the Government mission capabilities, the health and welfare of Government personnel, or damage Government equipment, property, or research programs. Examples include water supplies including deionized water, utilities required at animal care facilities, security, boilers, HVAC, fire protection and alarms, and generators.

Daily. Monday through Friday, except for federal holidays (unless stated otherwise within the narrative that this term is used)

Defective Service. A unit of service which contains one or more defects, or nonconformance with specified requirements.

Designated Government Official. Government employee identified by the Contracting Officer to perform certain tasks listed in the PWS. The designated Government official may vary, depending on the requirement. Identification of the designated Government official will be provided in writing by the Contracting Officer; such identification may be by name or may be by position.

Designated Products. Products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose;

generally, these are materials recovered from solid waste. Products listed in the Environmental Protection Agency’s Comprehensive Procurement Guidelines as “designated products” can be found at http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm and selecting PRODUCTS.

Emergency. Generally, calls will be classified as an emergency where the work consists of correcting failure which constitutes an immediate danger to personnel, threaten to damage government property or disrupt activity operation and mission of the facility (examples: water line breaks, gas leaks, major roof leaks, overflowing drains, electrical defects causing danger or outages etc.).

Environmentally Friendly (or Preferable) Products. See “Designated Products.”

Estimate. Proposal provided by the Contractor containing the technical approach (including specifications, drawings, materials, subcontracts, labor effort, and performance period) and pricing for accomplishing Additional Work Orders.

Government Furnished Property (GFP). All Government facilities, property, and supplies provided to the Contractor to be used and/or expended by the Contractor carrying out responsibilities set forth in this contract.

Industry Standards. Practices, procedures, or standards that are common within an industry or trade and which a reasonable and prudent person knowledgeable of that industry or trade would find acceptable as a measure of quality or acceptable procedure; and which may or may not be defined in writing. May also be referred to as "standard commercial procedures" or "standard industry procedures."

Intentional or Negligent Defective Performance. Performance which is rendered by the

Contractor under circumstances where the Contractor knows or must have known that its action or inaction would result in defective performance.

http://www.epa.gov/epawaste/conserve/tools/cpg/index.htm

Location. The name of the organizational unit at which the services are to be performed.

Maintenance. Recurring day-to-day, periodic, scheduled or unscheduled work required to preserve or restore a piece of equipment, a system, or a real property facility to such condition that it may be effectively utilized for its designated purpose. Includes preventive maintenance and remedial maintenance.

Maintenance Service Work. Work which does not involve alterations or repair and which is subject to the provisions of the Service Contract Act and the prevailing maintenance service wage rates in the area where service is performed.

Manufacturers’ Recommendations and Standards. Procedures recommended by the manufacturer which provides the most effective maintenance or best use, which shall preserve warranty rights, if available.

Non-process Equipment. Non-scientific equipment used throughout laboratories, support areas, and administrative areas. This category includes, but is not limited to, facility support equipment and machinery (such as refrigerators, shop machinery and equipment).

Operational Support. The providing of all services other than maintenance and craft shop services in accordance with applicable statutes, regulations, and standards as are herein prescribed, and in such a manner that programs are allowed to function at optimum levels (for example, operating the utility plants).

Operator Checks and Services. Routine inspections of and services to plant and equipment performed by the operator as a standard part of the operation of the plant or equipment;

while similar to preventive maintenance, it is not included in the definition of preventive maintenance.

Performance Period. The period immediately following the phase-in period, during which the

Contractor must have full responsibility for carrying out all of the technical requirements of this PWS.

Performance Requirements Summary (PRS). Identification of key performance indicators and acceptable quality levels (AQL) of the service to be performed under this contract, and which will be evaluated by the Government to assure that contract performance standards are met by the Contractor. The PRS identifies those requirements where performance is quantifiable and where if defective performance is not rectified within the stated minimum correction time results in deductions from monies paid to the Contractor.

Performance Work Statement (PWS). Description of the work to be performed, in performance-based terms, focusing on results or outputs.

Phase In/Phase Out. Pricing shall include applicable Phase-In and Phase-Out costs. Phase -In shall be for a period of up to but no more than 45 days and Phase-Out will be for a period of up to but no more than 30 days. There is no separately priced CLIN for Phase-In and Phase-Out.

Postconsumer Material. A material or finished product that has served its intended use and has been diverted or recovered from waste destined for disposal, having completed its life as a consumer item. Postconsumer materials are part of the broader category of recovered materials.

Preventive and Remedial Maintenance. Scheduled and unscheduled repairs of equipment, systems, and buildings. These may occur at any time and depending on the impact on critical systems may require immediate repairs. The Contractor must have an overall response plan that incorporates personnel notification lists, and response action for all utility systems failures and other major failures which may occur.

Preventive Maintenance (PM). Scheduled checks and services to ensure good operating conditions in accordance with manufacturers’ standards and warranties.

Quality Assurance. The actions taken by the Government to assure services meet the requirements of the contract.

Quality Control. Those actions taken by the Contractor to control the quality of services to meet the requirements of this PWS.

Quality Control Plan. A document which identifies all measures taken by the Contractor to ensure that the quality of service meets the contract requirements regarding timeliness, accuracy, appearance, completeness, consistency, and conformity to appropriate standards and/or specifications. It includes, but is not limited to, a written set of self-inspection checklists developed by the Contractor which comprehensively detect variations from the contract requirements; recording of work data; trend analysis;

feedback and control systems for correcting deficiencies; and the necessary documentation to record findings. The Quality Control System used to implement the plan must be automated using current computer aided techniques that are compatible with existing on-site Government systems.

Recovered Materials. Waste materials and by products that have been recovered or diverted from solid waste, but not including materials and by products generated from, and commonly reused within, an original manufacturing process.

Remedial Maintenance. Repair of buildings and structures and their installed equipment, utility systems, and process and non-process equipment, in accordance with manufacturers, recommendations or standards within the industry, to restore it to its proper operating condition. This term may be used interchangeably with "repair."

Repair. Restoration of a piece of equipment, a system, or a real property facility to such condition that it may be effectively utilized for its designated purposes. Repair may include overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance.

Response Time. The time required to dispatch a worker to begin work to correct or repair an emergency condition or to meet a required time frame.

Routine Work. Any single element of work, other than Preventive Maintenance, Additional

Work or other work specifically required by this contract, that can be performed, within scope, with less than $2,500.00 in material costs, less than 40 craft hours using existing staff, and does not require a subcontractor. Repairs on systems with required maintenance agreements for elevators, fire alarm, fire sprinkler, access systems are Routine work.

Routine Work Order. Order issued to perform work falling within the scope of this contract.

Routine work orders may be issued by the Contractor’s personnel for scheduling and workload purposes, or by the CO or designated Government official.

Shop Services. Those repetitive, craftsman-type services to satisfy the full spectrum of daily operational needs of research, research support, and administrative programs (including, but not limited to, fabrication, alteration, and modification of prototype devices, equipment, and instruments; fabrication of special safety equipment; remanufacture of shafts and parts no longer commercially available; and minor demolition and removal of abandoned equipment).

Standard. An acknowledged measure of comparison.

System. Includes all of the mechanical and electrical equipment; supporting structures;

pneumatic, electrical and mechanical types of controls; and auxiliary equipment required to provide a specific function or output.

Stock Level. The normal operating quantity maintained in the Contractor stock to support the maintenance operation. This quantity will be used as a guide when reordering spare parts or material.

Stock Re-order Point. The established quantity of a spare part or material that allows for the time of purchasing and delivery of the items to ensure a constant supply of the item.

Stock Minimum Level. The minimum quantity of a spare part or material maintained in stock at which a risk of running out of that item is high. Action must be taken to purchase or expedite delivery of the item.

Technical Inspector (TI). A Government employee with the authority to identify technical requirements, monitor and inspect work requirements of the PWS, request corrective action, record and maintain information on contractor performance, which is forwarded to the CO or CO through the COR.

Transitional Work. Evaluation of work in progress at the time of award and completion of that work during the base period of performance.

Unintentional or Non-Negligent Defective Performance. Defective performance rendered by the Contractor which under the circumstances the Contractor did not know and would have not known that its actions or inactions would result in defective performance.

FMX . The FMX SYSTEM is a work management tool to provide the Contractor with a tracking device for Routine Work and Additional Work.

Work Order. Order issued for work to be performed under the terms and conditions of the contract.

3. Environmental Requirements

Requirements of this contract include compliance with all sound environmental guidelines that promote energy efficiency and effective use of resources without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

3.1. Performance of this contract requires the use of biobased products to the extent that such products are reasonably available, meet agency or relevant industry performance standards, and are reasonably priced. Where available, these products must first be acquired from among qualified products that fall under the umbrella of items designated through the BioPreferred Program and EPA Comprehensive Procurement Guidelines.

3.2. If biobased or designated items can be used on this contract but the Contractor chooses not to do so, the Contractor must submit an Affirmative Procurement Exemption Justification Form to the CO for approval. This requirement is applicable to both Routine Work and Additional Work. The CO has authority to reject an Exemption

Justification and require the use of the biobased or designated item.

3.3. The Contractor must assume full liability for the release of any hazardous substance to air, soil, or water resulting from its own or its subcontractor’s actions. The Contractor must be responsible for the costs associated with the cleanup of any such release. In the event the Contractor is removed from the duties at the facility, the Contractor must also be responsible for latent defect caused while performing work while on property.

3.4. The Contractor must furnish, retain, and maintain copies of Safety Data Sheets (SDS) for all hazardous materials to be used, as described by OSHA standards.

4. SAFETY

4.1. The Contractor must conduct all work in a safe manner in accordance with Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), Federal, State, County and USDA requirements, and in compliance with ARS Safety Manuals. Each employee must adhere to acceptable standards of conduct in regard to all aspects of safety. The Contractor must be responsible for disciplinary action with respect to its employees.

4.2. The Contractor’s personnel must comply with Site traffic and safety rules and other regulations and instructions pertaining to conduct of persons on Government Facilities.

Contractor employees must not disturb papers on desks, open desks or cabinets, or use telephones or office equipment unless such equipment is provided for Contractor use.

4.3. The Contractor’s employees must not enter any area to which access has been restricted except with approval from the Site Director or an authorized Government official. All Contractor personnel must be identified as such while on the facility. The Contractor must require each employee working at the facility employees to display a Government-furnished photo identification badge, when required. Each employee must prominently display the identification badge.

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

4.5. Asbestos. The Contractor must comply with current regulations issued by OSHA, EPA, and the National Institute for Occupational Safety and Health for handling, removing and disposing of asbestos, the South Carolina Department of Environmental Quality, and the USDA’s General Technical Provisions for Asbestos Hazard Abatement Work.

4.6. Conservation Policy. The Contractor must adhere to and incorporate into the maintenance program all Presidential Executive Orders governing environmental policies and procedures. Environmental policy includes the use of environmentally friendly consumables, recycling, proactive initiation of energy conservation projects/programs, and equipment adjustments for optimum performance. Contractor employees must turn off lights in unoccupied areas unless otherwise directed. The Contractor must encourage its employees to look for new opportunities to conserve energy or materials and have a mechanism for suggestions to be initiated. When requested by the CO, the Contractor must provide a written report identifying efforts made, procedures implemented, or suggestions provided to the Government for increasing the conservation of energy or for waste reduction.

4.7. Training. The Contractor must maintain current licenses and certifications, required for successful performance of the contract, by Federal, state, and local regulations for all its personnel.

4.8. Accident Reports. The Contractor must comply with OSHA and other regulatory agency requirements for record keeping and reporting of all accidents resulting in death, injury or trauma, occupational disease, environmental insult, motor vehicle accidents, or property damage. In all cases the Contractor must make verbal notification to the CO within four (4) hours of occurrence and provide the CO with detailed written notification within three (3) working days of the occurrence.

4.9. Key and Access Card Control. The Contractor must establish and implement methods to control and account for all keys and access cards issued to the Contractor. No keys will be duplicated by the Contractor without CO or designated Government official written approval. Lost keys or access cards must be reported to the CO or designated Government official immediately. The cost associated with replacement of lost keys will be borne by the Contractor. All contractor employees will be required to undergo a background check before receiving an access card for the site.

4.10. The Contractor must monitor access for prime contractors and subcontractors.

However, the Government will be responsible for issuing keys and access cards. The Contractor must prohibit the opening of locked areas by the Contractor’s employees to permit the entrance of persons other than the Contractor’s or Site employees engaged in the performance of assigned work in those areas.

4.11. The contractor must be familiar with all areas of the Site and surrounding grounds to ensure a quick response to all emergency calls.

5. PERIOD AND PLACE OF PERFORMANCE

5.1. HOURS OF OPERATION: Routine operation hours are 7:00a.m. to 3:30p.m., Monday through Friday; excluding federal holidays (see https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025). The facility may be closed all or portions of Christmas Eve, New Year’s Eve, or other times not scheduled.

5.1.1. If a holiday falls on a Saturday, the Friday immediately before is the legal holiday.

If a holiday falls on a Sunday, the following Monday is the legal holiday. The Contractor must be aware of the holidays and coordinate the schedule with the COR to ensure services are still completed.

5.2. The Contractor must be available 24 hours 7 days a week for uninterrupted services.

5.3. Work includes all buildings and structures located at the US Vegetable Laboratory, 2700

Savannah Highway, Charleston, South Carolina, 29414.

5.4. Work under this contract has been determined NOT TO BE an Excepted Activity in the absence of an appropriation or CR. Activities under this contract do not support the preservation and protection of life and property and do not support law enforcement, health and safety functions. In the event of shutdown, you will be notified by the cognizant contracting officer (CO) of the Government status and directed to suspend performance/stop work under this contract.

6. GOVERNMENT FURNISHED PROPERTY AND SUPPLIES

6.1. The Government will furnish utilities required to perform the work. Wasteful or unauthorized use of government furnished property or supplies is prohibited. Use of Government furnished materials outside the scope of this contract is prohibited. All property found during in the performance of this contract must become property of the Government and must be provided to the COR.

6.2. Janitorial. The Government will provide adequate space for storage of inventory of supplies and equipment (mops, brooms, dust cloths, etc.) needed to perform the work required. The Government reserves the right to change the storage space if needed. The Contractor must not store any flammable or explosive liquids in the building. The Government will not be responsible for damage to, or loss of, the Contractor’s stored supplies, materials, or equipment. The Contractor must store all materials and supplies in compliance with applicable fire regulations.

6.3. The Government will provide supplies to perform custodial work required; to include:

toilet paper, paper towels, hand soap, trash bags, brooms, mops, cleaning cloths, cleansers, and disinfectants.

6.4. All defective Government furnished property/equipment must be reported to the COR immediately upon discovery or notification.

6.5. The Contractor is responsible for the proper care and storage of Government furnished property and supplies.

7. CONTRACTOR PROPERTY AND PERSONNEL

7.1. Except those items specifically stated in Section 6 to be Government furnished, the Contractor must provide all labor, personnel, valid required licenses, equipment, tools, material, supplies, and equipment necessary to successfully complete the work required under this contract.

7.2. The Contractor must designate a Manager who must execute, through day-to-day operation, the management, and overall supervision of personnel performing under the contract. The Manager must have full authority to act for the Contractor on all contract matter relating to daily operation of this contract and must act as liaison between the COR and the Contractor.

7.3. All Contractor employees must adhere to emergency procedures and safety for work areas and comply with, USDA/ARS safety rules, security regulations, energy conservation policies, and any other instructions pertaining to conduct of personnel while in a Government facility. The Contractor must notify employees of infractions of any rules, regulations, or prohibitions and that they may be grounds for removal from the Government property.

7.4. The Contractor must report any termination, resignation, or addition of personnel performing work under this contract to the COR within one (1) day of discovery.

7.5. Contractor employees must present a neat appearance and be easily recognized as

Contractor employees including clear and visible name tags worn during performance.

7.6. The Contractor must ensure that there is no sleeping while on duty, unreasonable delay or failure to carry out assigned tasks, conduct of personal affairs during duty hours and refusal to render assistance or cooperate in upholding the integrity of worksite security.

Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting must not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient operations. The Contractor must not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects. The Contractor must not allow its employees while on duty to possess any firearm while on Federal Property. Contractor employees may be subject to criminal background checks as allowed by law.

7. WORK MANAGEMENT

7.1. FMX Work Management System. The Contractor must be able to utilize the center’s computerized maintenance management system, FMX, to manage their PM program and service requests. This system must facilitate accomplishment of all items of work necessary to accomplish the various tasks described in this PWS. The Contractor must provide training to employees who utilize FMX. The Contractor may provide a separate Internet connection (not connected to the government network or LAN) as needed for internal tasks at its own expense. The Contractor must provide security to ensure no Government personnel can connect to its system for the purpose of bypassing Government security requirements or restrictions.

7.2. Work Orders. The Contractor must use work orders to identify and release all work requirements to maintenance personnel and for scheduling routine preventive maintenance. These work orders are required to set priorities; estimate and requisition material; regulate and coordinate work tasks; promote timely scheduling; and ensure availability of labor, materials, facilities and equipment.

7.3. Performance Report. The Contractor must submit a monthly performance report on accomplishments made the previous month by the 15th of the month. The report must address how each performance objective was met, to include information on the results of the overall service level for customer satisfaction, reasons for deductions, and amounts and subcontracted services/materials for Routine Work. The Contractor must also submit annually, by October 15th, the total obligations for additional work, the total number of labor hours by craft for Routine Work and approved overtime hours by craft for Routine Work; this report must cover the previous fiscal year. A similar summary report must cover the final contract option period, if exercised. Report to be submitted in digital format (pdf or MS Office).

7.4. General Reporting Requirements. The Contractor must work with the CO or designated

Government Official to customize reports generated by the FMX management system.

This process will allow the Contractor to provide more usable reports and may include renaming fields or inclusion of additional information.

7.5. Routine Work Response Time. The Contractor must provide all services necessary to operate and maintain facilities identified in the PWS in a manner that successfully sustains the research mission. The Contractor must respond in a timely manner to meet the standards as stated in the PRS or requirements of the PWS.

7.6. Preventive Maintenance. The Contractor must schedule checks and services including, but not limited to, adjustments, cleaning, calibration, inspection, and equipment servicing of buildings and installed equipment, utility systems, and process and non-process equipment at intervals recommended by the manufacturer or standards within the industry to ensure proper and efficient operation with minimum breakdowns, deterioration, or other deficiencies. Preventive maintenance must include repairs or other actions taken to correct deficiencies discovered during preventive maintenance inspections.

8. CLASSIFICATION OF WORK.

The Contractor must classify work using the criteria below. All Additional Work will be classified by the CO or designated Government official.

1.1. Routine Work. The Contractor must provide recurring day-to-day or periodic work such as maintenance and/or operations support functions, not including cosmetic changes on non-common use areas. The Contractor must establish work priorities unless reprioritized by the CO or a designated Government official. No work that substantially alters, modifies, or otherwise changes building structures or equipment is considered Routine Work. This work may need urgent attention or require a limited time to correct but will normally be limited to minor repairs. In the event of an emergency, the first forty

(40) labor hours will be considered Routine work, with the excess labor hours charged to an Additional Work Order if approved by the CO or designated Government official. All work within scope that can be performed with less than forty (40) labor hours using existing staff and does not require a subcontractor is considered Routine Work.

Examples of Routine Work include but are not limited to painting halls, bathrooms, and other common use areas; fence maintenance; snow and ice removal; spot carpet cleaning; repairing leaks; patching potholes; and repairing cracks in pavement, concrete, or both.

8.2. Preventive Maintenance Work. Orders for preventive maintenance of buildings and structures, plant and equipment, and other services, where the specific work and staff requirements are relatively constant and predictable in advance, are considered Routine Work.

8.3. Additional Work. The Additional Work must be completed by and inspected by the Contractor using its Quality Control System prior to inspection and approval by the Government. Additional Work Orders will receive 100% inspection. As with Routine Work and preventive maintenance, expenditures for Additional Work must be recorded in the FMX management system. Once the work order is completed, to include labor hours by individual craft, work accomplished, and material expended.

8.4. Emergencies at Other Locations. If an emergency requires immediate services at a Southeast Area other than those covered by this contract, the CO may issue an Additional Work Order for those services. Specific pricing will be applicable to such orders in order to account for differing wage determinations. The wages listed in this contract are not necessarily applicable to other locations. If the Contractor chooses not to respond to work orders for emergency work at other Locations, the Contractor must notify the CO in writing within eight (8) hours of receipt of the request.

8.4.1. Priority 1 (Emergency). Priority 1 work is defined as maintenance and repair work which requires immediate action, including diverting personnel from other jobs.

Usually, Priority 1 work is necessary for the protection of health or safety, biosafety and biosecurity, protection of ongoing experiments and research programs, or prevention of damage to property. Immediate corrective action must be taken and must be pursued on a continuous basis until permanent repairs are completed unless otherwise directed by the CO or designated Government official. The Contractor must maintain or provide essential services to critical equipment and facilities and maintain critical environmental conditions, or as otherwise required by the CO or designated Government official. Emergency repairs are considered Routine work but require immediate action. In the event a repair might exceed forty (40) labor hours, the Contractor must notify the CO or designated Government official for issuance of an Additional Work Order.

8.4.2. Priority 2 (Urgent). Priority 2 work is defined as maintenance and repair work which must be accomplished by the first available qualified craftsman.

Personnel must not be diverted from scheduled work. Work must start within one (1) workday and must be completed as soon as possible, but completion must be within five (5) working days unless otherwise authorized by the CO or designated Government official.

8.4.3. Priority 3 (Routine). Priority 3 work is defined as work not classified as Priority 1 or Priority 2 and must be accomplished in the most economical and efficient manner on a "first come, first served” basis. Prompt response to Routine Work orders are essential to smooth operation of research and support elements.

Therefore, work on 50% of these work requirements must be completed within one (1) working day of receipt; the remainder must be completed within five (5) working days unless otherwise approved by the CO or designated Government official.

8.5. Assignment of Priorities. The CO or designated Government official will assign priorities to all Additional Work prior to issuance to the Contractor. The CO and designated Government official have the right to change priority on all Additional Work.

9. Approval of Work

9.1. Routine Work. Routine Work will be initiated by authorized Government or Contractor employees. These requests may be either oral or written. Routine Work does not require prior CO or designated Government official approval for scheduling or commencement of corrective action.

9.2. Preventive Maintenance (PM) Orders. The PM plan must be scheduled and executed with documentation maintained accurately and up-to-date as completed. A copy of the PM plan is to be submitted for approval by the CO 45 calendar days after contract award or renewal. The Contractor must update its PM plan as necessary to reflect changes in equipment inventory, with such updates being subject to approval by the CO or designated Government official. Equipment added as a result of an increase in operational space (for example, a conversion in the usage of space or addition of buildings) must be included in the PM plan through a contract modification or must be handled through issuance of an Additional Work Order. Proposed revisions must be provided to the CO or designated Government Official for approval within fifteen (15) days after the need is identified by the Contractor.

9.3. Additional Work. The CO, designated Government official, or both, will review Additional Work Orders and corresponding Estimates to determine if costs are fair and reasonable and if the proposal is technically acceptable. After the Additional Work Order is issued, the Contractor must schedule Additional Work for completion in accordance with assigned priority. Final acceptance will be made by the CO and/or designated Government official.

9.4. Alterations and Changes. Alterations and changes to approved work requests may be requested by Government fund holders and approved by the CO or designated Government official. Work requirements cannot be added to work orders without the approval of the CO.

10. Specific Requirements

10.1. The Contractor must provide a continuous uninterrupted service program. During normal working hours, a Contractor point-of-contact (POC) must be available at the Site for receipt of work orders and other requests (and for all other requests and orders) from Site tenants. For emergencies and work orders outside the normal duty hours, a POC must be available via telephone.

10.2. Work Orders may be initiated by the CO or designated Government official. The Contractor and the requestor of the work order will cooperate in the development of the description of work in sufficient detail (and sketches or drawings as necessary) to allow the Contractor to develop an Estimate of labor hours, materials, and comply with established priority. The primary responsibility of the requestor will be to identify the needs, and the responsibility of the Contractor must be to develop the method for meeting that requirement.

10.3. The Contractor must develop a weekly schedule including all Additional Work. The Contractor must schedule work requests by priority assigned. Schedules must indicate location of work by building or area. The CO or designated Government official may inspect the work schedule and may revise the Additional Work schedule to meet specific Site needs.

10.4. The Contractor must enter all work requests received into the FMX system daily, as well as daily input of all work performed on each work request and order. The CO and designated Government officials must have access to the management system to obtain status on request and Work Orders.

10.5. All completed work must be inspected by the Contractor for completeness, compliance with work request/order requirements and other contract requirements, and workmanship prior to acceptance by the CO or designated Government official. The Contractor must inform the requestor of the work request/order that work is complete.

The CO or designated Government official may inspect work upon completion and either accept it or identify discrepancies for correction. Work that must be re-performed because it did not meet applicable standards may not be assigned and treated as a new work request or order; rather, it must be counted as part of the original Work Order.

10.6. The Contractor must provide a Work Backlog Report to the CO or designated

Government Official monthly, due 15 days after the end of the month. Report to be submitted in electronic form (pdf or MS Office).

10.7. The Contractor is responsible for coordinating any scheduled interruption of utility service with the CO, designated Government official, or both, at least 72 hours before the interruption, except in an emergency. Any utility service interruption that affects safety/safety equipment will be coordinated for after hours shutdown.

10.8. The Contractor must maintain a formal preventative maintenance (PM) schedule. Once the schedule is established, the schedule will remain constant except for additions or deletions from the program. The PM plan must be developed in accordance with the following order of precedence: 1) manufacturers' recommendations and standards; 2) National, State and local codes; 3) industry standards; and 4) Good Laboratory Practices. In the event of a conflict between standards, the standard with the more stringent requirements will take precedence.

10.8.1. The PM Plan must include a listing(s) of items and components to be maintained; inspection and maintenance techniques; personnel schedules for performance; system shutdown and coordination requirements, as necessary;

PM checkpoints, services, and frequencies; and recording methodology. The Contractor must maintain PM records on all equipment, systems and buildings;

records must reflect PM performed and all repairs resulting from PM inspections. The records must include scheduled and accomplished dates and must be accessible by the Government on request. Logs, records, checklists, and any other documentation maintained by the Contractor must be available during normal working hours for CO or designated Government official review will be the property of the Government.

10.8.2. The Contractor PM records are to be entered weekly into a FMX system. The

Contractor must maintain this information in a format the CO or designated Government official can access at any time by request. The PM program must be executed as scheduled with documentation maintained accurately and up-to-date as completed. The Contractor must update its PM program as necessary to reflect changes in equipment inventory, with such updates being subject to CO or designated Government official approval. New equipment must be added to the PM program immediately at no additional costs.

However, if new equipment or workload is added as a result of an increase of operational space (for example, a storage area is converted to a laboratory) the new equipment must be maintained through a contract modification or an Additional Work Order. Proposed revisions must be provided to the CO or designated Government official for approval within fifteen (15) days after the need is identified by the Contractor.

11. Quality Control Program

11.1. The Contractor must submit their Quality Control (QC) Plan for approval within thirty

(30) days after award. The Contractor must adhere to the approved QC Plan.

11.2. The Contractor must maintain a record of all QC inspections for the term of this contract. A copy of specific inspections must be provided to the CO or designated Government official upon request. The file of QC inspections will be the property of the Government and must be available to the CO and designated Government official at all times. The file must be turned over to the Government within thirty (30) days after completion or termination of the contract. The Contractor may submit the file electronically in a format approved by the CO.

11.3. The Contractor must ensure work quality in accordance with the Government standards identified on each PRS.

• Timely - Work must be completed in the timeframe specified in the PRS or Work

Order, which will be defined as “completed in a timely manner.”

• Comparable - Work quality must be comparable to pre-existing work or the industry standard using industry recognized standards, techniques and industry recognized comparable materials.

• Reliability - Product or maintenance is in accordance with industry standard, federal, state, and local regulations and codes, to maximize productive life.

• Technique - The technique utilized is most advantageous to the customer and/or is in accordance with recognized industry standards.

• Materials - Proper materials utilized for the given project in accordance with manufacturers recommendations or industry standard.

• Visual Appeal - No clutter, trash in hallways of buildings, lawn areas shall be free of weeds, debris, no overgrown areas.

• Accessible - Appropriate level of access to Government.

• Accurate - Work is performed correctly.

• Compliance - Adheres to acceptable quality levels of performance, federal, state, and local regulations and codes.

11.4. Equipment Inventory. The Contractor must perform PM on equipment as listed in

Attachment 2, as required by the applicable functional areas of the PWS. Within fifteen

(15) days of the end of each fiscal year, the Contractor must submit to the CO or a designated Government official an equipment inventory showing all items on the PM plan.

12. MAINTENANCE AND REPAIR OF BUILDING AND STRUCTURE

12.1. General. The Contractor must provide proper maintenance and repair in accordance with OSHA standards on all work. All debris associated with modification, repair, or maintenance must be removed from the facility by the Contractor. All work must meet applicable building codes such as those of the city, county, state, national, and trade codes. Repairs to major equipment components due to unforeseen catastrophic malfunctions will be investigated by the CO or designated Government Official and, if approved by the CO, covered under the Addition Work provisions of this contract. The Contractor will be held liable for repairs to major equipment components that result from intentional or negligent defective performance.

12.2. Wood and Non-Wood…