Attachment 1_Summary Performance Work Statement.docx

Summary Performance Work Statement (PWS) Table of Contents

SECTION C1 GENERAL INFORMATION AND REQUIREMENTS

C1.1 INTRODUCTION

The requirement of this work statement is to obtain integrated institutional facilities support services for NASA Ames Research Center (ARC) by means of a hybrid contract consisting of Firm Fixed Price (FFP) core requirements, Indefinite Delivery Indefinite Quantity (IDIQ) work that will be executed through FFP task orders, and Cost Plus Fixed Fee (CPFF) environmental and emergency support services (Section C8). The objective is to obtain a comprehensive facilities maintenance, operations, and maintenance engineering program that is reliable, cost effective, fully operational, and safe for NASA ARC to carry out its mission. The Contractor shall be responsible for the execution of these services by applying a sound management and technical approaches that will provide the best value and meet requirements shown in this work statement.

The final Performance Work Statement (PWS), which this document summarizes, defines the requirements for Ames Facilities Support Services (AFSS) located at Moffett Field, California. Moffett Field consists of the following areas (see maps in Attachment 2[footnoteRef:1] for reference): a) NASA ARC (Zone 1); b) Moffett Shenandoah Plaza (MSP) (Zone 2); c) Moffett University Associates (MUA) (Zone 3); d) Moffett Federal Airfield (MFA) (Zone 4), including the California Air National Guard (CANG) cantonment area; e) Moffett Housing Annexes (MHA) at Wescoat Villages; f) Witkowski Armed Forces Reserve Center located west of ARC property at the previously Orion Park area; and g) R.T. Jones Road/Moffett Boulevard Improvements (RT Jones) (Zone 5). The Moffett Field site encompasses approximately 1960 acres, of which the ARC site occupies approximately 389 acres. Buildings include large wind tunnels, clean rooms, laboratories, computing facilities, shops, warehouses, office administrative, research, and mission support complexes. [1: For references to see Attachment for more data, see “Attachment 2_Supplemental Data for SPWS”]

The majority of work under this contract will work primarily performed in the NASA ARC area, MSP area, limited MUA and R.T. Jones Road/Moffett Boulevard Improvement areas, and functional utility infrastructure related systems only at MFA area (excluding the CANG and golf course areas) for the base period only.

C1.2 SCOPE OF WORK

The NASA AFSS II PWS includes a broad scope of research and institutional facility-related maintenance, operations, engineering, environmental and emergency support services, and IDIQ work. Work performed may be in support of NASA ARC in the ARC and MSP areas and limited functions in the MUA, MFA, and R.T. Jones Road/Moffett Boulevard Improvement areas, other industry partners, tenants, and other Government agencies located at Moffett Field. The Contractor must have a proactive management approach to operate, maintain, and repair all ARC facilities and utilities. The Contractor should be prepared to furnish all resources, including personnel, supervision, required training, tools, equipment (other than GFE), materials, spare parts, transportation, and management necessary to perform the work as outlined in the below PWS.

C1.3 HOURS OF OPERATION

Government's normal (regular) working hours range from 0600 to 1730 hours local (6:00 AM to 5:30 PM), Mondays through Fridays, except (a) Federal holidays and (b) other days specifically designated by the Contracting Officer. Swing shift or second shift shall mean a range between the hours of 1500 to 0200 hours (3:00 PM to 2:00 AM). Night shift or graveyard shift shall mean a range between the hours of 2300 to 0730 hours (11:00 PM to 7:30 AM).

C1.4 FACILITY MAPS AND HISTORICAL WORKLOAD DATA

Maps of location, center, buildings, etc. are provided to convey physical location and scope of work.

C1.5 MANAGEMENT AND WORK CONTROL REQUIREMENTS

Management and Administration The Contractor will manage and administer AFSS II work and ensure adequate and timely completion of all requirements in a safe manner that achieves all objectives and, positive outcomes, described herein. The Contractor shall provide an adequate staff of personnel with the necessary management expertise, maintenance and operational skills, and maintenance engineering support to ensure adherence to NASA Facilities Maintenance and Operations Management NPR 8831.2, and NASA Reliability Centered Maintenance Guide for Facilities and Collateral Equipment.

Work Control The Contractor shall implement all necessary work control procedures to fully ensure adequate and timely completion of work requirements, as well as tracking of work in progress. The Contractor shall provide the COR for approval, within 30 days of contract start, a work control workflow procedure to include a workflow process map and planning/scheduling procedure. Contractor shall provide the COR updated documentation for approval whenever they are updated but no later than 7 calendar days. The Contractor is responsible for planning, shall plan, scheduling, and performing maintenance engineering work to assure material, labor, and equipment are available, and safety and environmental concerns are met, to complete all work requirements within the specified time limits and in conformance with the quality standards established herein. All work requirements shall be logged daily and entered into the Computerized Maintenance Management System (CMMS). The government will provide contractor access to AFSS II CMMS. The Contractor shall use the Government’s CMMS to manage and fully document all work activity including PM, PT&I, PGM, TC, SR, Repair, and subcontracted work. The Contractor shall schedule, track, manage and record work order comments using the CMMS system. All CMMS data, including workflow processes, database configurations are the property of the Government. The status of any item of work must be provided within two (2) hours of request during regular working hours, except as otherwise stated in this SOW or by the COR at time of request or during consultation.

Work Schedule and Plan The Contractor shall arrange work to eliminate interference with the normal occurrence of Government business. In cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects on the occupants or users through schedule negotiations between contractor and facility user. The government requires work schedules for the week to be submitted to the COR on the first day of the new week and the monthly schedule to be submitted by the fifteenth day of the previous month. In no event shall the Contractor change the work schedules after submittal of weekly/monthly schedule to the gov’t without notifying the COR of impending changes, to include rationale for the change. Lack of manpower is not an acceptable reason for work schedule changes. The COR has the right to inform the Contractor of any schedule conflicts. All conflicts shall be resolved prior to the scheduled event by the Contractor. Whenever non-critical services have been scheduled on the date a holiday occurs, such services shall be performed on the following workday. The intent of the Government is to allow the Contractor to develop an optimal formal schedule and plan rather than to impose a rigid fixed schedule and plan, which in some cases may not be appropriate or cost effective.

In developing PM/PGM/PdM schedules and plan guides, the Contractor should consider and rely on: (1) past Government records; (2) RCM principles, to include Failure Modes and Effects Analysis (FMEA); (3) industry standards; and 4) Manufacturer maintenance guidelines and recommendations, and then develop a program which produces the most appropriate and effective preservation of the equipment and operational efficiency of the building or utility systems. A listing of all PM/PGM’s is provided in Attachment 2 along with a sample PM. The Contractor shall perform a PM optimization review within 90 calendar days of contract start and is encouraged to propose changes to the Government as substitutions to the current maintenance practice position or recommend modifications to maintenance plans if it improves system availability and reliability, and does not violate any statutes, regulations, or directives. Estimated annualized hours will be provided as a baseline on inventory attachments but do not take into account the Contractor’s site-specific safety requirements, Contractor’s proposed RCM program plan, subcontract costs, or specialized circumstances involved in performing the preventive maintenance procedures due to criticality, safety, difficulty due to specific location of equipment, and security requirements. Major planned shutdowns that affect the whole building, or a significant portion and/or the shutdown systems that affect critical operations shall be performed during non-standard hours unless agreed upon in advance by the COR at least 6 months ahead of the outage to minimize disruption of Mission Essential Operations listed below:

· Monthly Work Schedule (MWS)

· Follow-On Plans and Schedules

· Performance Metrics Report

· Hardcopy and Electronic Format.

· Contract Completion Records and Reports

· Media.

C1.6 QUALITY CONTROL AND ASSURANCE.

Contractor Quality Control (QC) Quality Control Program The Contractor shall submit a Quality Control Plan (QCP) to the Government.

Government Quality Assurance (QA).

In accordance with the FAR 52.246-4, "Inspection of Services - Fixed Price" clause, Section E, each phase of the services rendered under this contract is subject to Government inspection, during the Contractor's operations and after completion of the tasks. The Government's QA Surveillance Program is not a substitute for QC by the Contractor.

All findings of unsatisfactory or non-performed work will be administered in accordance with the "Consequences of Contractor's Failure to Perform Required Services" clause of Section E.6.

C1.7 VARIATION IN QUANTITIES FOR CORE MAINTENANCE REQUIREMENTS

Quantities and inventory data depicted throughout this contract represent the Government's best estimate of the quantity of work for the period of performance. After contract award, situations may arise which impact upon the Government's requirements and necessitate changes to this contract.

Core Maintenance Work Minimum Amounts If the Government reduces the annual quantity of work for any item of fixed price work to an amount between 90 to 100 percent of the original quantities for each type of equipment inventory identified throughout the Performance Work Statement attachments [footnoteRef:2]regardless of frequency codes and zones, no adjustment will be made to the contract. Should the Government reduce the work below 90 percent of the original quantities identified for each type of equipment inventory, an annual price adjustment, with a contract modification, will be made for the work below 90 percent of the original quantity. [2: References to other attachments refer to full details to be provided as part of a later solicitation (not provide with this RFI)]

Maximum Amounts There will be no change to the contract if the Government increases equipment inventory for each type of equipment shown in this portion of the Performance Work Statement attachments regardless of frequency codes and zones, to an amount up to 105 percent. Any quantity greater than 105 percent of the original quantities for each type of equipment inventory may be ordered by the Government at the contract IDIQ rates by issuance of a Contract Task Order (CTO).

Trouble Calls (TC) Trouble Calls are reactive maintenance work that is generally initiated by Ames employees and contractors or through Maintenance Contractor discovery to the Trouble Desk. TCs are generally of a one-time nature to repair, adjust, calibrate, or replace broken or malfunctioning existing equipment or systems. Once a TC is reported to the Trouble Desk, a classification of either Emergency, Urgent, or Routine is assigned.

Historical TC Information The historical data on TC’s are provided in the attachment (more detailed data to be provided with later solicitation). The actual quantities of TC’s issued during each performance period will most likely differ from that shown in the historical records, but the Contractor shall be responsible to perform ALL TC1’s (see Section C5.1 for explanation of TC1’s, TC2’s and TC3’s) under this contract, regardless of how many are performed under this contract.

No price adjustment will be made for total TC1’s within a plus or minus 10 percent range of the designated quantities identified by the Government on the Fixed Price Pricing Schedules for each period of the contract. Accordingly, within 30 days of the start of each contract period (except the first year), an adjustment using the unit bid price per TC1 will be made to the contract price for those TC1’s that were issued during the preceding period in excess of the proposed quantities by more than 10 percent on the Fixed Price Pricing Schedule. A 50 percent adjustment based on the unit bid price will be made to the contract price for TC not made below the proposed quantities by 10 percent of the original quantity specified.

For example, if the TC are reduced by 20 percent of the quantity specified at the start of each contract period, the total contract price for this line item will be reduced by only 5 percent, not ten (10) percent. If the TC maximum range value is exceeded due to Contractor failure to perform regularly scheduled maintenance or fragmenting trouble calls, the Government will make no equitable adjustment.

Recurring services Are defined as maintenance type work performed on scheduled frequencies or repetitively throughout the term of the contract. Although routine, recurring services require planning, scheduling, trending, and frequent quality control monitoring by the Contractor and are accomplished without further input from the Government. Recurring services in this contract include Preventive Maintenance (PM), Predictive Maintenance (PdM), other programmed maintenance (PGM) and repair work, and scheduled services. PT&I is included as part of CBM and acceptance testing which involves technically skilled personnel performing recurring services on the part of the Contractor.

C1.8 COOPERATION WITH OTHER CONTRACTORS

The Government may undertake or award other contracts for additional work at or near the site of the work being performed under this contract. The Contractor shall fully cooperate with the other contractors and with Government employees and shall carefully adapt scheduling and performing the work under this contract to accommodate the additional work, heeding any direction that may be provided by the COR.

C1.9 WORKMANSHIP STANDARDS AND WARRANTY

Workmanship All workmanship shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers’ recommendations; Federal, State, and local standards; NASA policy directives and procedural requirements; and all applicable building and safety codes unless otherwise stated by NASA.

Work Completion When the Contractor completes work on a facility, system, or piece of equipment, that facility, system, or equipment shall be free of missing components or defects preventing it from functioning as originally intended and designed. Corrective repair and replacement work shall be carried to completion, including operational checks, acceptance testing, cleanup of the job site, and final close-out documentation. All preventive and repair work order actions shall be documented and entered at completion of work order in the CMMS. Except where otherwise noted or where significant improvement can be achieved, all replacement materials shall match existing dimensions, finish, color, design, and intended function.

Cleanup During and at completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress. All hazardous materials shall be stored, used, and disposed of in accordance with Section C8, Environmental and Emergency Support Services.

Damages Caused by Weather Conditions or Vandalism Work required to repair facilities, equipment, or Center security features damaged by inclement weather conditions or acts of vandalism, shall be performed by the Contractor if such work is within the scope of a TC. The Contractor's liability shall be the TC1 limit per incident. Work exceeding the TC1 limit as defined in Section C5.1, Core Maintenance Requirements; Reactive Maintenance; Trouble Calls, shall be ordered as TC2 or TC3, depending upon total cost, or ultimately as IDIQ items per Section C9.5, Indefinite Delivery Indefinite Quantity Work Requirements if above TC3 limit.

Warranty Program in CMMS The Contractor shall manage all warranties and warranty data of assets in the CMMS, including, but not limited to, all warranties for facilities, structures, utilities, new construction, and equipment that have been transferred to the property accounts of the Government, regardless of the source of the warranty. The Contractor shall update the CMMS to reflect all warranties associated with newly installed equipment, including any warranties associated with the installation of replacement parts in existing equipment. The Contractor shall perform all maintenance that is necessary for the warranties to remain in effect.

Warranty Action The Contractor shall provide initial responses via TCs on warranted equipment. The Contractor shall take all necessary actions to enforce the warranty if the equipment was installed by the Contractor. Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR, except for critical trouble call situations that require immediate action to arrest the emergency condition. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR within two (2) working days so that necessary action may be taken.

C1.10 CRITICAL SPARES

The Contractor shall collect, catalog, and maintain information in the CMMS on critical spares as they are identified while performing maintenance and repair activities on systems and equipment at this Center, or identified by the COR. Critical spare items are defined as those parts and/or materials that are essential or critical to the operation of a facility and that may require long lead times to obtain. The Contractor shall replace all critical spares consumed by the Contractor in the course of work under this contract if they fall under the TC limit. All other critical spares will be ordered under the IDIQ process stated in Section C9, Indefinite Delivery Indefinite Quantity Work.

C1.11 EQUIPMENT INVENTORIES AND UPDATES IN CMMS

The Contractor shall conduct a comprehensive physical field inventory of all facility assets and its subcomponents at ARC, which consists of nearly 60,000 active items, during the contract phase-in period. The contractor shall update the CMMS, as required, to correct errors, anomalies, or to make changes/additions identified during the inventory within 60 calendar days after the completion of the inventory.

The Contractor shall continuously update the CMMS during performance on this contract to ensure the CMMS is always current, accurate, and complete.

C1.12 TRAINING, LICENSES, AND CERTIFICATIONS

The Contractor shall obtain all certifications and licenses required to conduct business (e.g., local or state business licenses). All licenses and certificates shall be current, shall be kept current throughout the contract period, and the Contractor shall provide evidence of such documentation upon request by the Government. The Contractor shall provide personnel that have the appropriate skill for that trade. The degree of skill of individuals shall be commensurate with journeyman level skills required for the work. All apprentices shall be supervised and have work checked by the applicable lead journeyman in their particular field. This requirement applies to all crafts.

C1.13 SECURITY REQUIREMENTS

The Contractor shall comply with all NASA and local security requirements. Upon request, the Contractor shall submit the name and address of each employee hired for work on this contract and shall ensure all questionnaires and other forms that may be required are completed in a timely manner.

C1.14 ENVIRONMENTAL, SAFETY, HEALTH, AND EFFICIENCY REQUIREMENTS

The Contractor shall ensure that all work be conducted in a safe, environmentally sensitive, and energy efficient manner that complies with all Federal, OSHA, and local regulations unless otherwise directed by NASA. The Contractor shall demonstrate proactive and innovative safety practices that complement the Center’s safety, health, environmental, and energy programs on a continual basis throughout the contract period. In addition, the Contractor shall provide all safety equipment required to perform the work specified in this contract.

C1.15 AVAILABILITY OF UTILITIES AND SYSTEM OUTAGES

The Government will furnish the utility services at existing outlets for the Contractor's use in those facilities provided by the Government for the work performed under the contract, including electricity, data and voice communications network access, steam, natural gas, potable water, sewage service, and refuse collection (from existing collection points). The Contractor shall provide and maintain the necessary service lines from the existing Government outlets to the work site. End devices such as computers, telephones, copiers, fax machines, mobile communication devices, etc. will not be provided. Leasing arrangements will be made available by the Government if possible.

The Contractor shall coordinate schedules of system outages affecting Moffett Field activities with the COR and in accordance with the Ames Federal Employees Union (AFEU) work notification procedure prior to planned disruption of services.

SECTION C2 DEFINITIONS

Definitions for terms used through PWS.

SECTION C3 PROPERTY, MATERIALS, AND SERVICES

Provides details on Property, Materials and Services to be provided to the contractor by NASA as well as what is expected to be provided for by the Contractor.

C3.1 GOVERNMENT FURNISHED ITEMS

The Government will furnish or make available to the Contractor certain Government owned facilities, equipment, and utilities for use in connection with this contract. The Government may, at its discretion, provide the Contractor additional Installation-Accountable Materials (IAM) and Installation-Accountable Equipment (IAE) beyond those listed in this specification, if available, throughout the term of this contract. Facility spaces will also be similarly provided. Some vehicles will also be provided for Contractor use.

Contractor will also be responsible for tracking Government equipment, facilities and materials as part of this contract.

C3.2 CONTRACTOR FURNISHED ITEMS

Except for items listed in Section C3.1 as INSTALLATION-ACCOUNTABLE PROPERTY AND SERVICES, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. The Contractor shall assure that all required materials and parts are readily available within the timeframes required for recurring work, including preventive maintenance (PM), programmed maintenance (PGM), predictive maintenance (PdM), and trouble call (TC) requirements.

SECTION C4 DOCUMENTATION AND REPORTING REQUIREMENTS SUMMARY

C4.1 GENERAL REQUIREMENTS

This section lists all the documents and reports required by the Government for the Statement of Work only. The specific details are shown in each section of this Statement of Work. For a complete listing of all contractual reporting requirements including format, recipients, and delivery dates, see Section F.7, Delivery of Reports.

C4.2 TECHNICAL REPORTING REQUIREMENTS

Listing of all Data Required Description (DRD) reports required by this contract, such as the excerpt below (which is only a small portion of the list):

Monthly Work Schedule (MWS) Follow-On Plans and Schedules Performance Metrics Report Contract Completion Records and Reports

SECTION C5 CORE MAINTENANCE REQUIREMENTS

C5.1 GENERAL INFORMATION AND REQUIREMENTS

The Contractor shall develop and implement a comprehensive proactive maintenance program to protect the health and safety of personnel, protect the environment, protect, and preserve ARC facility capability and capital investment, enable mission performance, and minimize facility life-cycle costs. The maintenance program shall include, but is not limited to:

Facilities Maintenance and Operations Management Compliance with NPR 8831.2, Facilities Maintenance and Operations Management Reliability Centered Maintenance (RCM) Program Implementation of a comprehensive facility Reliability Centered Maintenance (RCM) Program shall include an annual and a 5-year RCM Program Plan. Plans are to be provided by contractor NLT 90 days after contract start. Plans are to be reviewed annually and approved by the gov’t COR.

Reactive Maintenance Reactive Maintenance, including, but not limited to, Trouble Calls and Trouble Call Repairs and Alterations Proactive Maintenance Proactive Maintenance, including, but not limited to, Preventive Maintenance (PM), Programmed Maintenance (PGM), and Predictive Maintenance (PdM) associated with facilities, site utility systems and equipment Industry Practices Contractor shall maintain cognizance of changes in industry practice by participating in Asset Management Communities of Practice (CoP), attending maintenance conferences, etc. and implementing necessary changes to the overall maintenance program based on new and/or better practices that would result in more efficient, effective, and reliable facilities, equipment, and systems.

Maintenance and Repair Performance of maintenance, repair, and utility infrastructure systems of the facilities listed (see Attachment 2 for table of buildings), and collateral and non-collateral equipment at ARC including, but not limited to, Roads and Other Surfaced Areas; Facility Alarm and Monitoring Systems; Utility Systems; Buildings and Structures Maintenance, Repairs, and Alterations; Mechanical Systems; Heating, Ventilating, Air Conditioning, and Refrigeration (HVAC/R), and Boilers; Electrical Distribution and Emergency Generating Systems; and Lifting Devices and Equipment Core Maintenance Services Performance of all core maintenance services in accordance with NPR 8831.2 and the requirements of this SOW, including, but not limited to:

Trouble Calls Trouble Calls (TC’s) are reactive maintenance work that is generally initiated by Ames employees and contractors or through Maintenance Contractor discovery to the Trouble Desk. TC’s are generally of a one-time nature to repair, adjust, calibrate, or replace broken or malfunctioning existing equipment or systems. Once a TC is reported to the Trouble Desk, a classification of either Emergency, Urgent, or Routine is assigned by the COR or their delegate. The Contractor shall perform all maintenance and repair according to the design specifications, manufacturer’ recommendations, and relevant ARC manuals/procedures unless the COR approves an alternate approach.

These TCs also fall into one of three categories:

· TC1 tasks that are between $0 and $2,000 in total cost. (including parts, materials, equipment, labor and overhead)

· TC2 tasks that are between $2,000 and $5,000 in total cost. (including parts, materials, equipment, labor and overhead)

· TC3 are tasks that fall between $5,000 and $10,000 in total cost. (including parts, materials, equipment, labor and overhead).

· TC Tasks in excess of $10,000 in total cost shall be estimated and treated as an IDIQ (see Section C9).

Note: TC2s & TC3s are only performed with the approval of the CO or COR.

CMMS Procedures Implementing all necessary procedures to receive, record, and ensure timely processing of work requirements in the Computerized Maintenance Management System (CMMS), as well as to permit tracking of work in progress. Contractor shall create a work control/workflow process, to be delivered to the government for review and approval within 30 days of contract start.

Plan, Estimate and Schedule Work Plan, estimate, and schedule work to ensure material, labor, and equipment are available to complete core work requirements within the required time limits detailed in this section. Contractor shall provide, to the COR, written rationales for schedule excursions and/or performance inequities.

Minimize Interference Scheduling and arranging work to minimize any interference with ARC business and mission, particularly in areas critical to mission support activities Center Outage Procedures Limiting the operational impact of equipment and utility outages by following regular Center outage procedures. The Contractor shall only shut down equipment in mission critical areas, without prior approval of the Facility Safety Manager(s) (FSMs) and/or COR, in cases involving the threat of personal injury or high value equipment failure. The Contractor shall immediately notify the COR within 30 minutes of event whenever such emergencies occur.

Notification of Work Notifying the building FSM, Labor Relations Officer, and COR of any work to be performed that may disrupt the conduct of normal Government business. The Contractor shall provide notifications at least three (3) business days in advance of such scheduled work and post signage at the affected building at least 24 hours prior to commencement of work and updated when scheduling changes occur, with reminder email notifications sent to the FSM, Labor Relations Officer, and COR. The Contractor shall re-schedule any work that the COR deems necessary to avoid unacceptable disruptions in the Government’s business.

C5.2 DEFINITIONS

Refer to Section C2 for definitions. This section emphasizes the following definitions taken from Section C2 that are relevant in this section.

Condition Based Maintenance (CBM) Failure Modes and Effects Analysis (FMEA) Find Maintenance Online Condition Monitoring (OCM) Predictive Maintenance (PdM) Predictive Testing and Inspection (PT&I) Preventive Maintenance (PM) Proactive Maintenance Programmed Maintenance (PGM) Reactive Maintenance (RM) Reliability Centered Maintenance (RCM) Repair Response Time Root Cause Failure Analysis (RCFA) Run to Failure (RTF) Trouble Calls (TC)

C5.3 PROPERTY, MATERIALS, AND SERVICES

GOVERNMENT FURNISHED ITEMS

Refer to Section C3.1.

CONTRACTOR FURNISHED ITEMS

Refer to Section C3.2.

C5.4 DOCUMENTATION AND REPORTING REQUIREMENTS

The contractor shall prepare a report for the previous fiscal year with purchases made that fall under environmentally preferred products including Environmental Protection Agency-Designated Recycled Products, USDA-Designated Biobased Products, Comprehensive Procurement Guideline products, Energy Star Certified energy efficient products, and Significant New Alternatives Policy program products.

C5.5 RELIABILITY CENTERED MAINTENANCE (RCM) PROGRAM.

The Contractor shall implement a continuous RCM management program in accordance with NPR 8831.2F and plan for the Center’s maintainable assets in accordance with NPR 8831.2, including, but not limited to the following: (1) determining the most effective maintenance mix, including, but not limited to, run to failure, condition based maintenance, and interval based (time, cycles, operating hours) maintenance, and assuring the RCM program progresses in a proactive versus a reactive mode of operation to optimize maintenance quality, timeliness of maintenance, system reliability, and overall program effectiveness; (2) monitoring equipment and system performance and initiating actions to resolve operational deficiencies, improve performance and increase reliability; (3) providing analyses (e.g., structured methods such as root cause failure analysis, failure modes and effects analysis, and data from other databases and sources) and recommendations in a broad range of PT&I technologies including, but not limited to, vibration analysis, motor analysis, thermography, laser alignment, airborne ultrasound, and oil analysis to develop and implement alternative maintenance solutions (e.g., resulting in a reduction of scheduled downtime of equipment, reduction in the number of unexpected failures, and reduction in the type and number of repairs after one (1) year); (4) Utilizing the CMMS for tracking and documenting all RCM activities and their effectiveness, including, but not limited to, monitoring, testing, data collection, equipment inventory, equipment warranties, failure codes, and recommended updates to equipment maintenance and associated RCM analysis and trending; (5) Providing training in RCM techniques and procedures for all employees performing RCM analysis; and (6) Reviewing the RCM Plan and making recommendations for continuous improvement based upon equipment history, PT&I data, and current and emerging industry practice. During the first year of the contract, the Contractor shall compile the data (findings, analysis and recommendations) from items 1 through 5 to provide an RCM Annual Work Plan (AWP) and 5-year Work Plan for the expansion of RCM into the maintenance program. The Work Plan shall include, but not be limited to, annual budgetary costs for implementation (such as, but not limited to: Equipment, tools, software, PT&I technologies, CBM hardware & software, and training), return on investment (ROI) (cost savings and process improvement), energy savings, cost avoidance due to proactive repairs, and innovation recommendations in accordance with NPR 8831.2 and industry standards. The Contractor shall provide updated AWP and 5-year Work Plans annually; and (7) Develop and submit an Annual Proactive Repair Plan each year, forecasting proactive repairs or replacements to restore functionality with an emphasis on: Equipment or System Operability, Risk to Life Safety and Environmental Hazards, Risk to Mission Critical Facilities, and Quality of Life for failed or deficiently functioning assets in the maintenance program.

Tiered Maintenance The Contractor shall follow guidance in NASA Interim Directive (NID) 8831.124: Use of Condition Based Maintenance and Maintenance Manager Training, as it relates to Tiered Maintenance. Tiered maintenance is a method for categorizing facilities for the purpose of planning and assigning maintenance resources based on each facility’s Criticality and Mission Relevancy. The Center’s preventative maintenance, corrective maintenance (within base scope) and base maintenance contracts shall be organized to follow Tiered Maintenance philosophy and minimum service levels. The goal of Tiered Maintenance is to sustain investment in higher priority facilities. ARC’s strategy is to invest in proactive maintenance to minimize unexpected failures. It is anticipated that all life safety and HVAC Preventive Maintenance will continue in all buildings regardless of Tier.

C5.6 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS)

CMMS – Maximo (GFE) The Contractor shall initiate and maintain records in the CMMS to manage and maintain the full life cycle of all assets. Assets at ARC are defined as facilities, buildings, structures, utility systems, roofs, and collateral equipment. Data maintained in the CMMS is Government owned and shall be retained by the Government at the end of the Contract and provided to potential Offerors as part of any follow-on procurement. The database interface currently used is the IBM Maximo Asset Management Version 7.5. The Government will provide the Contractor account licenses for use under this contract for use by both Civil Servant and Contractor. The Contractor shall support the Government in testing potential CMMS upgrades and modifications, but actual implementation will be via contract task order if the cost exceeds the TC limit. The Contractor shall remain proficient with Maximo and fully-utilize all available capabilities applicable to ARC throughout the life of the contract.

CMMS – Vertex (GFE) The Contractor shall support the NASA budget process by evaluating current facility conditions, providing historical information, forecasting asset deterioration, and developing budgets for maintenance, repair, and replacement costs. Data maintained in the Maximo CMMS is linked to the MACTEC Vertex 4.0 facility asset management and investment analysis software package provided by the Government that will assist in developing this type of information. This data will be used to enhance analysis in developing budgets and customer charges under NASA’s cost accounting system.

CMMS Maintenance Data The Contractor shall utilize the CMMS to perform management and analysis of assets. The Contractor shall be responsible for the integrity of all data input into the CMMS. The Contractor shall submit maintenance reports and support all data requests by the COR associated with the CMMS (both Maximo and Vertex) records as requested.

Operation Procedure Plans (OPP) The Contractor shall document use of OPPs in the CMMS and complete all fields Applicable, to include:

· Maintenance Workflow and Execution

· Integrated Freeze Plan

· Rigging and Hauling

· Cranes and Elevators

· Electrical High and Low Voltage

· Safe Handling of Mercury Containing Light Bulbs and Tubes

· Fire Detection and Prevention Systems

· Heating, Ventilating, Air Conditioning, and Refrigeration (HVAC/R)

· Refrigerant – ODS Leak Tracking

· Air Conditioning-Refrigeration Equipment Disposal

· New Refrigerant Training

· Potable Water

· Sanitary Sewer

· Water Treatment

C5.7 PROACTIVE MAINTENANCE

The Contractor shall perform all ARC proactive maintenance (PM, PGM, and PdM) as specified in the CMMS and as contained in this work statement. PT&I is included as part of PdM which involves technically skilled personnel performing proactive maintenance services on the part of the Contractor. The CMMS establishes the minimum requirements and frequency for all proactive maintenance. Proactive maintenance services are defined as maintenance type work performed on scheduled frequencies or repetitively throughout the term of the contract. Although routine, proactive services require planning, scheduling, trending, and frequent quality control monitoring by the Contractor and are accomplished without further input from the Government.

C5.8 REACTIVE MAINTENANCE

The Contractor shall perform all corrective maintenance to restore a facility or component thereof, including collateral (real property) equipment, to a condition substantially equivalent to its originally intended and designed capacity. The Contractor shall, at a minimum, perform the following: (1) Receive and respond to all Trouble Calls 24 hours per day, 7 days a week based on the priorities and response requirements, (2) Secure the appropriate ARC functional notifications and approvals prior to executing work; (3) Verify asset number, and document and record all Trouble Call data in the CMMS; (4) Provide the requestor with the necessary information (e.g., work request number, classification of the Trouble Call, relevant points of contact) to ensure the requestor is apprised of work status. The COR will resolve all disagreements between the Contractor and requestor regarding the classification of the work; and (5) Deliver applicable reports detailing all Trouble Call work per Section C4, Documentation and Reporting Requirements Summary.

C5.9 TIERED MAINTENANCE

Tiered maintenance is a method for categorizing facilities for the purpose of planning and assigning maintenance resources based on the facilities’: Mission Relevancy (MDIR), Criticality, Risk, and Status, coupled with Asset Criticality for equipment and systems. A facility is a term used to encompass land, buildings, other structures, and other infrastructural real property improvements, including utilities and collateral equipment. It provides a method for assigning maintenance resources based on: Mission Relevancy (MR), Criticality, Risk, Facility Condition Index (FCI), and Utilization. TIER-1 includes: Critical Infrastructure (Utility Plants and transmission services), High Risk, Highly Critical (Mission Launch & Monitoring), High Visibility Facilities, etc.; TIER-2 includes: Data Centers; Support Services; Component Shops; Labs, Fabrication Shops, Non Critical (NC) Infrastructure), etc.; TIER-3 includes: Office Spaces, Fitness Centers, Child Care Centers, Historical Assets, Climate Controlled Warehouses, NC Infrastructure, etc.; TIER-4 includes: Non-climate Controlled Storage; Standby, Mothballed, and Abandoned Facilities; NC Infrastructure, etc.

Compliance with NID 8831.124 (or latest), NASA Interim Directive (NID): Use of Condition Based Maintenance and Maintenance Manager Training.

SECTION C6 OPERATIONS

C6.1 GENERAL REQUIREMENTS

Operations is defined as attendance type work requiring the presence of one (1) or more qualified persons during a specified time period. TCs will not be issued for operations work when the attendant(s) performing the work is on regular duty as defined in this paragraph. Labor effort to: (1) accept, track, duplicate, notify, and issue documentation to customers; (2) update drawings and CADD files, document changes, and reproduce and issue documentation to COR; or (3) correct equipment malfunctions, breakdowns, and related repair deficiencies that occur; shall be considered as part of the operations requirement and is included under the core maintenance requirements. The Contractor's core maintenance repair work is limited to $750 of Contractor provided material (excluding rented or owned equipment costs which are handled under Section C9.5, Indefinite Delivery Indefinite Quantity Work Requirements) per system, per occurrence, unless specified elsewhere. Repair work exceeding this $750 material limit shall, upon notification by the Contractor, be accomplished at the Government's discretion per Section C9.5, Indefinite Delivery Indefinite Quantity Work Requirements. In addition, an annotated copy of the applicable page(s) of the Facility Equipment Listing shall accompany completed PM/PGM or other operations documentation whenever repair by replacement of specific equipment occurs. The Contractor shall assign a new unique number to the equipment, revise the listing, update map pages, and notify the COR of the changes.

C6.2 DEFINITIONS

Refer to Section C2 for definitions. This section emphasizes the following additional definitions that are relevant in this section.

Facility Management Control System (FMCS) A computerized building automated equipment control and monitoring system. The peripheral devices operate on a Microsoft Windows® NT platform with PC computers used as terminals. The FMCS monitors and detects abnormal conditions in equipment operations. The FMCS may contain Controlled Unclassified Information (CUI).

Integrated Pest Management (IPM) An integrated approach to managing a site's pest population through an organized system involving cooperation of a site's human population. It utilizes regular monitoring to determine if and when treatments are needed, and to evaluate the effectiveness of the treatments applied. IPM employs a mix of physical, mechanical, biological, educational, and least toxic chemical strategies and tactics to keep pest numbers low enough to prevent intolerable damage or annoyance. The emphasis is on long-term suppression through improved sanitation, building repairs, occupant education, and pest-proofing methods that reduce pest access to food, water, harborage, or entrance to buildings. Contractor will be responsible for pest management within buildings as well as within 5 feet of the exterior of each building. Contractor may also be required to coordinate with other contractors for chemical applications to avoid overuse of chemicals or other hazards near building exteriors.

C6.3 PROPERTY, MATERIALS, AND SERVICES

GOVERNMENT FURNISHED ITEMS

Refer to Section C3.1.

CONTRACTOR FURNISHED ITEMS

Refer to Section C3.2.

C6.4 DOCUMENTATION AND REPORTING REQUIREMENTS

Technical Instruction No. C8-401, ESH Plan During the Phase-In period of the Base Period, the Contractor shall incorporate their proposal information to be utilized as the basis of information for the plan, address any deficiencies or corrections, and expand upon the document to be a complete and comprehensive Environmental Safety & Health (ESH) plan. The ESH plan shall be incorporated into the Contract. The ESH plan shall address the following:

· Organizational Structure.

· General Manager

· Safety and Health Compliance Supervisor

· Personnel for Hazardous Waste Material

· Lines of Authority

· Comprehensive Work Plan.

· ESH Plan Clean-up Activities

· ESH Work Tasks

· ESH Personnel Requirements

· ESH Training

· ESH Documentation

· Pumping Electrical and Communication Vaults.

· Resin Filtration System.

· Technical Instruction No. C8-402, Annual Pollution Prevention Plan

· Technical Instruction No. C8-403, Annual Solid Waste Prevention and Recycling Goals

· Technical Instruction No. C8-404, CFC and HCFC Monthly Reports

· Technical Instruction No. C8-405, Hazardous Material Inventory and Tracking Report

· Hazardous Material Reporting

C6.5 OPERATIONS REQUIREMENTS

The Contractor shall staff and operate the day-to-day FMCS functions at ARC 24/7. Work entails equipment monitoring and optimum performance of the FMCS including response to maintenance alarms, reactive maintenance support, maintenance engineering support, and field technician support for PM, PGM, and PdM activities. Any alterations to existing operational systems that may affect the performance of the system or other systems shall be approved by the COR prior to commencement of system alteration.

The Contractor shall staff and operate a call desk to handle the day-to-day reactive maintenance administration 24/7.

The Contractor shall include all planning and response support to any adverse weather conditions that may occur as part of operational support. For Emergency Response support, see Section C8.

Contract Requirement FMCS System Operation The Contractor shall provide maintenance, repair, or replacement of all FMCS panels, sensors, actuators, and associated hardware, software, and data. The Government shall provide the host computer, data/visual display terminals and consoles, networks, network drivers, network terminations, and other associated hardware, but the Contractor shall use and maintain the computing equipment for maintenance work on-site and notify the Government of any problems requiring repairs or replacement beyond the stated limits for Operations Requirements. The Contractor shall perform database diagnostics, provide technical engineering support for the FMCS system, improve hardware components, and make control program changes due to changes in building occupancy and use. Field panels that become inoperative or unable to perform monitoring and control shall be repaired or replaced within eight (8) hours. Panels that operate but are unable to access the network trunk shall be reported to the Government upon discovery. Panels that require software revisions shall be modified, reprogrammed, or upgraded as necessary to meet stated requirements. Sensors that become inoperative, unreliable, or unable to perform their intended functions shall be replaced by the Contractor. Control all FMCS connected devices to ensure energy efficient operations by performing actions including, but not limited to, adjusting temperature control program changes due to changes in building occupancy; and optimizing, and/or fine tuning, start/stop programs, equipment schedules, and temperature reset schemes. The FMCS system shall be maintained according to the availability requirements.

Contract Requirement FMCS Monitoring The Contractor shall monitor FMCS alarms status for buildings and equipment via the FMCS system 24-hours seven (7) days a week. All alarms shall be treated as a trouble call (TC). The Contractor shall respond to all maintenance alarms (MAs) as an urgent TC during regular working hours. After regular working hours, the response time shall be within four (4) hours starting the following workday (ie. by 1000 [10am] of the next working day). The Contractor shall respond to all critical alarms (CAs) as a critical TC. The Contractor shall coordinate facility maintenance work with FMCS operations to avoid false alarm generation.