Attachment_2_-_DRAFT_PWS_1.pdf

EROS Operations and Maintenance (O&M) Indefinite Delivery Indefinite Quantity (IDIQ)

Performance Work Statement

GENERAL INFORMATION

1) Introduction:

The Department of the Interior, United States Geological Survey (USGS) / Earth Resources Observation Systems (EROS) Data Center (EDC), Sioux Falls, South Dakota, requires Operations and Maintenance (O&M) services and support including, but not limited to, preventative maintenance, standard O&M maintenance and service repair, and operational support of all EROS facilities. Primary work categories undertaken include but are not limited to: preventative maintenance; maintenance and repair of utility systems, general building systems, architectural and structural systems, and equipment components of the facility; maintenance of grounds and roads; environmental mitigation; logistical support of and for conference and meeting activities;

and maintenance of door access and camera systems. The contractor must furnish all facilities, labor, and equipment to provide goods and services in accordance with the terms and conditions herein and as specified except as otherwise noted in this performance work statement.

2) Background:

The EROS Data Center is located at 47914 252nd St. Sioux Falls, SD 57198. The grounds are approximately 318 acres, and the facilities consist of the main building, a generator backup power building, the maintenance garage substation building, a heavy equipment storage building, a reverse osmosis building that is used for paint storage, a waste water treatment facility, dam gate controls, a water tower, exterior lighting, a guard security office building, and three parking lots with approximately 500 parking stalls. Roads consist of asphalt surface and gravel surface.

Main Building: The Main Building is comprised of reinforced concrete and steel with a ground floor area of approximately 300,000 usable square feet. The Main building contains the Data Handling Building (finished in 1973), Distributed Active Archive Building (finished in 1996), and an atrium (finished in 1996) that unites them as the Main Building. Within the Main Building there are offices, a cafeteria with government furnished equipment, two (2) server rooms on the main floor, extensive communication closets for IT networks, building automation system networks and telephone infrastructure cabling. There are mechanical penthouse areas that contain the air conditioning, indoor cooling towers, and fan systems. The basement area consists of archive space, a server room (Server Room Three), mechanical, electrical support systems, sand area crawl spaces, and future build out space. The building houses more than 500 total Government and contractor employees.

Maintenance Garage Substation (MGS) Building: This building is constructed of reinforced concrete and steel, with a ground floor area of approximately 20,000 square feet. The structure houses a four-stall garage and a power distribution substation, shops for metal working, welding, and a warehouse with receiving dock.

Heavy Equipment Building: This building is a metal building of approximately 7,500 square feet. The building houses heavy equipment for snow removal, excess equipment awaiting disposition, and photo paper. All walls are insulated metal and heated with propane.

Generator Building: The backup Generator Building is connected to the main building by electrical conduits and a canopy roof. The building was completed in 2005 and houses three (3)750kva diesel power generators. The building is 4000 sq. ft. and contains the switchgear for emergency and peak shaving capabilities. The building is reinforced concrete block with a fully adhered Poly Vinyl Chloride (PVC) roof system. The building heat is provided by two (2) propane ceiling mounted unit heaters. There is no cooling system. At the beginning of 2020 a fourth Generator Tier IV was added/ along with a 10,000-gallon fuel tank, and a 500 kva Eaton UPS system located in the 96 DAAC basement.

Other Structures:

i) The Picnic Shelter is a 28' Octagon canopy made of steel, with concrete flooring and electrical service lights and outlets. A drinking fountain, sidewalk and basketball court are in the immediate area.

ii) There are two (2) domed satellite buildings, both constructed of concrete block wall and a fiberglass dome structure, with asphalt parking pad and HVAC assemblies. One (1) dome is approximately 50 ft. wide by 70 ft. tall and houses the Landsat 7 ten-meter dish antenna and electronics. The other dome is estimated at 24 ft. high and 20ft. wide and houses the Modis 5-meter dish antenna and electronics. In addition to these antennas there are four (4) external antennas, and six (6) operational weather and scientific sensor sites. The contractor will perform minor services to the antenna structures, and periodic maintenance (PM) tasks will be performed on heating and cooling systems for these domes and electrical service to the domes.

iii) Estimated acres of assemblies to describe the rest of the campus which are the responsibility of the O&M contractor:

o Total of 6.9 acres of asphalt roads o Total of 3.2 acres of gravel road o Total of 7 acres of parking lots o Total of 8.6 acres of water treatment ponds o Total of 13 acres for Pond #5 (final finishing pond) o Approximately 20 acres of yards and roadsides (roads to the main building and pond) require mowing o Fence Line - 16028 linear feet o Total of 1 acre of sidewalks

3) Scope of Work

Except for items and services specified in this Performance Work Statement (PWS) or any attachments, the contractor must provide all management, supervision, labor, supplies, materials, equipment, and tools, required to operate, service, and maintain the facility, utilities, and grounds located at the EROS Center. The work and services provided must be such that the building, its equipment, and its systems are operated and maintained at a safe and acceptable level throughout the contract performance period.

This order will be issued as “nonpersonal services” under FAR 37.104.

The contractor must provide all maintenance, operations, management, administrative and technical functions for the effective and timely accomplishment of the functions contained in this performance work statement.

The contractor must provide performance of contract at an acceptable level. An "acceptable level" of performance is defined as that level of operation and maintenance which will preserve the building, its equipment, and its systems in unimpaired condition and above the point where deterioration would begin, thereby ensuring that the normal life expectancy of each building, its equipment, and its systems will not be diminished.

Environmental conditions must be maintained to assure reliable operation of program equipment.

WORK REQUIREMENTS:

1) Technical Requirements:

Contractor Phase-In and Phase-Out

a) Phase-In Transition

i) The contractor must implement their proposed "Phase-In" plan, which is to take no more than 14 calendar days to complete. The contractor must begin the Phase- In process within five days after award. During the phase-in transition period the contractor will have access to the facilities and technical data/manuals.

b) Phase-Out/In Transition

The phase-out-in transition plan must be submitted to the COR not less than 21 calendar days prior to the expiration of this contract. All operations must be maintained during this time.

i) During the Phase-Out/In Transition period, the incumbent O&M contractor must continue to perform the following tasks without disruption by the new contractor's phase-in.

1. Operate the Building Automation System (BAS) used at EROS, make adjustments to temperature and humidity set points to a fan system selected by the COR, navigate the BAS system and understand the programming and responsibilities as system administrator of the system, and provide an operational overview of the system, its functions, backup, devices on the system, and other pertinent data observed, or knowledge gained of the system

2. Operate the card access system, digital video manager (DVM) system, and the Notifier Honeywell fire panels in use at EROS.

3. Perform a maintenance shut down without sounding the alarm system of two (2) smoke heads and then restore operation of the heads.

4. Perform Preventative Maintenance (PM) of the DVM system, operate as the System Administrator for the DVM software, demonstrate operation of a camera, and operational knowledge of the EROS security camera system, check status of the DVM server, copy files as needed.

5. Provide to the COR current South Dakota Department of Environmental

Natural Resources (DENR) Wastewater Permits for use at EROS, as required by the State of South Dakota.

6. Provide certification to show that the Contractor has expertise to operate and perform maintenance work on a PBX similar or same to that in use at

EROS.

7. Set up a phone bridge and a video conference.

8. Set up a video conference.

9. Set up Auditorium equipment; such as digital projectors, sound systems, microphones, video streaming, file management, and scheduling.

10. Schedule PM in the Facility Maintenance Management System (FMMS) currently in use. The current FMMS system is Maximo. This must include the ability to download data from the handheld units and to upload new work orders and PM tasks.

11. Navigate in the FMMS system and to execute a query to find work order history of an area or specific equipment.

12. Operate computer aided drafting system in use. Include locating an area, showing the layers, redlining a wall as instructed by the Facility Engineer, and saving to the Facility Server folder for the CAD drawings.

13. Complete all Preventive Maintenance (PM) on schedule as defined in

Attachment F, Preventive Maintenance List.

Operation, Maintenance and Repair Activities: The equipment and systems to be operated, maintained, and repaired include all mechanical, electrical, plumbing, utility system apparatus installed, and technical services as required at the facility including, but not limited to:

i) Air conditioning equipment and systems

ii) Air handling/distribution equipment and systems

iii) Domestic water equipment and systems

iv) Electrical equipment and systems (all voltages)

v) Fire protection equipment and systems, including Notifier Honeywell Automation System and related components in the Main building and the Service Warehouse building.

vi) Heating equipment and systems

vii) HVAC system controls and monitoring equipment, including Building

Automation System

viii) Utility systems (within the building)

ix) Sanitary and wastewater sewage equipment and systems

x) Storm drainage equipment and systems

xi) Architectural/Structural: These components include but are not limited to:

walls, floors, doors, windows, roofs, and all items that are attached to, a part of, or otherwise associated with each building including precast concrete exterior walls, weather-stripping, and flashings.

xii) Water treatment equipment and systems

xiii) Voice and data communication systems: These systems include, but are not limited to PBX, Video Streaming, and conference room communication equipment.

xiv) Roads and Grounds equipment

xv) Vehicles (not Government leased)

xvi) Security Card Access and Digital Video Management (DVM) Automation

System, over 50 cameras, central command post and recording server for archive.

xvii) Fire and Security UL listed panels located within the Sensitive Compartmented Information Facility (SCIF) secured room accompanied by USGS personnel with appropriate clearances within the Mundt Federal Building.

xviii) Computer aided drafting requirements for redlining, scanning, and database management.

xix) Audio visual periodic maintenance and audio related tasking

xx) Environmental Audit reporting of recycled materials hauled or prepared for delivery to a recycler. The database and parameters will be provided by the COR.

Such items may include fluorescent light bulbs, wastepaper, and various recyclable metals.

xxi) Moving of equipment and items within the main building

xxii) Attachment G Asset Listing for Café Equipment will be included with Maintenance of food service equipment as listed in the Attachment F Preventive Maintenance List

xxiii) Work Orders will be issued to the contractor for performance for unscheduled maintenance, trouble calls, service, repair, adjustment, and personnel moves. The government and the contractor will share the responsibility for entering work orders.

Environmental Requirements: The contractor must maintain temperature and humidity at the levels shown below for buildings and separate space unless modified in writing by the

COR:

a) Office Space Occupied - 68 to 78 degrees Fahrenheit and 20 to 65 percent relative humidity

b) Office Space Unoccupied - 55 to 80 degrees Fahrenheit and 20 to 65 percent relative

c) Archive Space - 63 to 67 degrees Fahrenheit and 30 to 40 percent relative humidity

d) Computer Room Space - 68 to 77 degrees Fahrenheit and 40 to 55 percent relative

Lighting Replacement: When replacement is required, energy efficient lamps must be chosen for replacement. Contractor may be asked to provide lumen readings and provide a report for areas that might be impacted by new lamps and de-lamping activities as approved by the

COR.

Boilers:

a) The Contractor will be responsible for the successful operation, seasonal adjustments, and maintenance of the boilers as per the Preventative Maintenance guide and by applicable boiler codes.

b) Boiler and Unfired Pressure Vessel Inspections

i) The contractor must submit, not later than 30 days after award of contract and each succeeding twelve (12) months thereafter, a schedule for annual external and internal inspections of all unfired pressure vessels operating at a pressure more than 60 psi and having a capacity more than 15 gallons.

ii) The contractor must provide notice to the USGS Facility Office to schedule annual internal and annual external inspections (two (2) separate inspections) for all boilers. The Government will pay the cost of the inspections.

iii) The contractor must ensure that both sets of annual Inspections Reports (internal and external) are done according to the National Board of Boiler and Pressure Vessels and ASME Boiler and Pressure Codes. Copies of the inspections will be provided by the USGS Facility Office to the O&M contractor to place with the equipment books.

Flue Gas Analysis: At the beginning of the heating season, the contractor, based upon test results of flue gas analysis, must adjust the burner and/or controls on each boiler to maximize combustion efficiency. A report detailing before and after conditions for each test must be submitted to the COR within five (5) working days after the tests. Testing will be undertaken by an independent third party as contracted for by the government.

Chillers: Contractor will be responsible for seasonal startup and shutdown of the chillers. Annually, and as frequently as needed to keep the chillers in full operation, the contractor must perform maintenance activities per OEM requirements. In addition, the contractor will provide comprehensive annual maintenance provided by a certified OEM technician. The maintenance must follow all recommendations per manufacturer specifications. Services required under maintenance must include but not limited to:

Check/change fluids and filters, review electronics operation, lubrication, perform necessary VSD coolant change operations, and provide eddy current testing as required.

Testing of Systems: Testing of mechanical, electrical, or utility systems or equipment by the contractor which may adversely impact environmental conditions in the building, or which may increase the monthly electrical demand charge, must be coordinated with, and have the concurrence of the COR.

Water Treatment and Testing:

a) Within thirty (30) days from commencement of the contract the contractor must have the water in each of the building systems named below analyzed. Analysis and report must include:

i) Makeup Water: water meter readings, hardness, conductivity

ii) Feed Water: meter readings, hardness, alkalinity, iron, silica, pH, conductivity

iii) Boiler Water: sulfite, phosphate, causticity or pH, alkalinity/causticity, chloride, silica, polymer, conductivity

iv) Condensate pH, conductivity, iron, hardness

v) Chemical Treatment dosages, chemical pump settings

b) The contractor must submit a report to the COR which details the findings of the water analysis and establish an appropriate treatment program for each system. An original copy of the report must be submitted to the COR within five (5) days after the analysis.

Recommendations must be implemented no later than the following day after providing the report to the COR. The treatment must be performed according to the following schedule:

i) Steam system, both open and closed (Weekly)

ii) Condensate systems (Weekly)

iii) Hot water systems (Monthly)

c) Every water analysis made on these systems, whether initial, regular, or follow-up, must be made by a qualified chemist, laboratory, or firm experienced in the field of water treatment. An original copy of each report must be submitted to the COR within five (5) days of the analysis. In addition, an analysis must be made within three (3) days following any change in the treatment program to ensure the new treatment is effective.

d) The contractor must provide services required to control corrosion, scale, algae, and slime in each of the systems named above. The Government will provide all necessary equipment and chemicals for use by the contractor. The contractor must request necessary chemicals for treatment that has been specifically formulated for each type of system according to the recommendations of a qualified chemist, laboratory, or firm experienced in the water treatment field. The treatment(s) must prevent:

i) Build-up of adherent mineral deposits (scale) on heat transfer surfaces in any of the systems.

ii) Algae, slime, and bacteria growth

iii) Corrosion

e) The Contractor must submit cut sheet and performance data when recommending new treatment products or brands. The COR must approve any implementation changes to water treatment for any of the listed systems.

Communications, Cabling, and Networks:

a) The contractor must provide for the operation and maintenance, administration, troubleshooting, record keeping, and configuration, per work order and preventative maintenance schedule for all physical cabling and physical network requirements on and within the structures and grounds at the EROS Facility. Examples of these activities are as follows:

i) Electrical distribution routing and installation

ii) Install, terminate, troubleshoot and test fiber and copper cable at an average of 31,500 feet in a year

iii) Install, terminate, troubleshoot and test all modems, signal repeating, and other cable and network equipment

iv) Construct, route, terminate, and demark cables with all necessary ancillary work for optimal function / cost effectiveness and per all regulatory requirements

v) Incorporation of incoming Data Circuits Connected to the Cable Plant

vi) Network jack assignment: maintain and update daily or as needed the data base and AutoCAD drawing showing names, phone extension, and network ID.

vii) Private Branch Exchange (telephone switch)

viii) Call Detail Recording System: setup, maintenance, and operation

ix) Conference Bridge: setup, maintenance, and operation

x) Automatic Call Distribution System: setup, maintenance, and operation

xi) Video Conference Equipment: setup, maintenance, and operation

xii) Install equipment in an equipment rack and or computer rack per work order

xiii) Install, and remove as necessary all telephone instruments. Changes may include the addition or deletion of a line or user, secretarial setup, calling groups and other day to day operations.

b) Contractor must maintain a database which includes, at a minimum: occupant name and telephone number, and locations of any network jacks, video feeds and/or other special connections in each room. When personnel move, leave, or arrive, the contractor must update the database. Twice per year, in October and May, the contractor must provide a building floor plan which displays this information.

c) Contractor will be required per work order to configure ends, plan and perform the cable routing, and installation of all communication wiring and patch panels. Types will include Ethernet, fiber optic cabling, and power cabling. Documentation of routing and type will be ‘red-line’ drawings to be represented at a minimum in a computer aided drafting program (AutoCAD files, latest version at the time of award) regarding all communication, cabling, and network and will be made available to the COR on request. Radio Frequency (RF) cables to the domes from the 96-mechanical room, and from the warehouse room to the Wireless Reading Device (WRD) satellite systems will be maintained by others.

d) The Government will furnish all materials for the conduct of this work and the contractor must maintain an inventory in stock. The contractor must provide the purchasing documents required by the Government to procure the inventory and other items needed.

Conference Room Support Activities:

a) The Government provides an equipment list for each of the conference rooms listed below. The current rooms covered by this contract are:

i) Auditorium Room 1122

ii) Executive Conference Room 1106

iii) CITT Conference Room 1442

iv) Video Conference Room 1104

v) PMO Conference Room 1332

vi) IS Conference Room 1310

vii) Main Conference Room, 111 and 104

viii) Training Rooms A&B, Room 1127

ix) Conference Room 422

x) Conference Room 427

xi) LS Conference Room 731

xii) Conference Room 700

b) The Government will provide a work order form that describes the required task(s). The work order system that will be used is the FMMS system that is currently used by the Government Facility Office and the current O&M contractor.

c) The contractor will be required to confirm details with the event requestor and government designated coordinator to ensure that presentation needs per individual event have been addressed. The contractor will be notified 24 hours in advance of the events that were submitted on an approved work order.

d) The Government will provide instruction manuals on equipment located within the conference rooms to the contractor.

e) The contractor will monitor equipment usage per individual event as specified within the work order. The contractor must be available for response from the Government designated event coordinator within fifteen (15) minutes of notification for any conference room equipment malfunction to assess, repair and or report problem to COR and or Government designated event coordinator to determine course of action.

f) The monitoring of equipment includes setup and verification of AV settings for presentation and recording, and inventory of equipment used per individual event. The contractor may be required to be immediately available during a specific event when tasked to ensure correct operation of equipment during the event.

Moving:

a) Moving activities include: hanging pictures, displays and maps (excluding personal employee items), setting up system furniture for offices, setting up of panels and chair set up in conference rooms for meetings, and office furniture moves for painting and for personnel moves.

b) Personnel move activities consist of the following but are not limited to: layout of space activities, move planning activities using Microsoft Project software, moving of office furniture, computer, office machine hookup, network and telephone configuration changes, and boxes. An inventory of furniture for reuse will be managed by the contractor.

c) Move frequencies: The standard for the monthly O&M service will be up to ten (10) personnel moves per month or 120 moves per twelve (12) months. If more moves are required task orders will be issued (maximum of one (1) per month).

d) Other services conducted during moving may include painting and repairs of walls and doors, removal and installation of carpet and other finishes in the room, including, cove base, ceiling tiles, outlets, lights, switches, ceiling tiles, VPI baseboards, and carpet squares. Contractor must provide all paint, primers, masking tape, brushes, rollers, pads, carpet adhesives,

e) Other activities will include movement and handling of computer equipment to be placed in a data center/computer room environment. The contractor will be required to show proof of insurance sufficient for the items being moved. Computer Room/Server Room/Communication Closet components to include but not limited to, servers, computer racks, power supplies, will be moved and or installed within the building and/or moved to the Computer Room/Server Rooms/Communication Closets per approved work order.

Government Issued Keys: Keys and lock services:

a) The contractor will be responsible to cut keys and rekey locks only upon approval by

COR and the USGS Security Manager. The work order system will advise the contractor on keys and locks affected. The contractor will be given a secure area and tools for the rekeying of locks for door cores and office equipment. The USGS Security Manager will be responsible for the inventory of keys, cylinders, and locks. The USGS Security Manager will issue keys made by the contractor and maintain the inventory. The contractor must not duplicate any keys issued by the government, unless approved by COR or Security Manager. The contractor must immediately report to the COR any occurrences of lost or duplicated keys.

b) In the event keys, are lost or duplicated, the contractor may be required, upon written direction of the COR, to re-key or replace the affected lock or locks at no cost to the government.

c) The Government will provide the master key and the Contractor will cut sub keys with furnished government equipment and supplies. The Contractor will establish an inventory with signatures of recipients of cut keys that are numbered and inventoried.

Door cores for keys will be modified as needed to accept changed keys by utilization of Government furnished tools and supplies.

d) The Government retains the right to inspect, inventory, and or audit the keys, ID cards, and/or badges issued to the contractor in connection with the contract at the convenience of the Government. Any items not accounted for to the satisfaction of the Government will be assumed to be lost.

Computer Aided Drafting:

a) The contractor must provide updates to building drawings as directed by the COR on an approved work order. The updates may include but are not limited to the following activities:

i) Working with the government staff to gain an understanding of a project, provide AutoCAD drawings or pdf format as needed by the government staff;

ii) Red line drawings for new projects;

iii) Provide updated network, and telephone listings on floor plans;

iv) Update library of drawings on the Facility Server as provided for by USGS;

v) Provide research and drawings of areas required by the Facilities Office. Provide relevant drawings such as originals, as-builts, or any related details plans, such as mechanical, plumbing, electrical; and

vi) Drawing conversion: Conversion of existing building, site, and/or utility drawings must be provided by the Contractor of drawings not currently in an AutoCAD *.dwg format. Upon completion of conversion of the drawings to dwg format, contractor must update drawing layers, etc. as directed by COR to conform to latest addition of United States National CAD Standard for layering and naming conventions. Contractor must, within thirty (30) days of commencement of performance, provide:

1. The status of drawings that need to be provided to the USGS server,

2. An inventory or drawings that need to be scanned, corrected, and sent to the USGS server,

3. A schedule for those activities to be accomplished within base year.

Provide an inventory of completed drawings at the end of the base year and a revised schedule for option years.

Asbestos Abatement Procedures:

a) Removal of asbestos will not be performed as part of this contract unless the asbestos material is considered construction debris as defined by the South Dakota Department of Natural Resources. Any friable asbestos removal will be contracted by the Government independent from this contract.

b) Inventory of Asbestos Areas: Asbestos area locations are identified in an Asbestos Building Survey, completed in August 2003, and revised in 2014. Copies of the Survey are in the Facility Management Office at EROS.

Lawn and Grounds Maintenance: Contractor must complete the work requirements and quality requirements for Lawn and Grounds Maintenance listed below. Equipment lists are provided in attachments listing Government Furnished Equipment. See Attachments K – FAR 52-245-1 and L – FAR 52-245-2. The extent of the grounds and mowing area are per Attachment J, Lawn Mowing Site Map. Expendable materials for lawn maintenance are purchased by the Contractor, including equipment as per Attachment L – FAR 52-245-2.

a) Work Requirements

The contractor must:

i) Within fourteen (14) days after award of the contract, and thereafter, on an annual basis, the COR and the Project Manager will tour the site and require contractor to submit a plan for approval by COR to remove, trim, and replace damaged trees and landscape shrubs and other perennials.

ii) Mow lawns so as to maintain a neat, healthy appearance. Grass height is to be governed by seasonal requirements and drought and or rainy conditions but can be generally specified as 2 to 5 inches. All lawns are to be mowed during the same interval so as to provide a uniform appearance. Trim around trees, shrubs, monuments, flagpoles, walls, etc., each time grass is cut. After every second mowing, contractor must straight edge around curbs, and walks, using a proper edging tool.

iii) The contractor will be responsible for weed control and eradication. Herbicides and fertilizer must be applied as necessary to ensure the health of the vegetation on the grounds. Application of chemicals must be approved by the COR and application must conform to all Federal, State, and Local Laws and Regulations.

iv) Prepare lawns and grounds for winter months. Winter preparation includes, but is not limited to: leaf removal, fall fertilizer application, and mowing.

v) Water and care of shrubs, trees, and lawn areas, with trimming as needed or by the direction of the Facility Manager.

b) Quality Requirements

i) All grass must always present a well-groomed appearance. Mulching, cutting, or collection of clippings is acceptable. No windrowing or clumping from moisture.

Mowing around trees must not include scraping of the tree bark to damage the tree or lawn mowing equipment. Trimmed grass must be the same height as the grass. Cleanup as needed of clippings or clumps. Trimming around trees and shrubs must not include scraping of the tree bark or damage to shrubs. Grass adjacent to asphalt, contract walks, or curbs must be controlled and must present a neat appearance.

ii) Lawns must present a neat well-maintained appearance. Weeds in wild grass and non-groomed areas must be controlled or eliminated to not cause damage to surrounding trees, shrubs, and prairie grasses. Turf areas, sidewalks, landscape in front yard around main building, and roadways are to be free of leaves.

iii) Lawn areas where an underground sprinkler is present must not show signs of excess dryness. Building landscaping must be maintained to keep plants healthy.

Remove any trees or plants as directed by the Facility Manager. Dead limbs and trees are to be removed and the Facility Manager will approve any replacements.

The Government will provide replacement trees and plants. Contractor will be responsible for repairs to broken sprinkler heads and supply lines for sprinklers.

Parts and supplies for the repairs will be provided by the Government.

iv) Plants are to be pruned, trimmed, so as to present a neat, well-maintained appearance as needed or by the direction of the Facility Manager.

v) The work requirement frequencies specified in this section represent normal requirements. Because of varying, uncontrollable weather conditions affecting growth of vegetation, actual frequencies may vary.

vi) The contractor must apply contractor-furnished fertilizer and herbicides with approval by the COR. Fertilizer must be applied to lawns and shrubs twice a year with approval by the COR. Fertilizer must be applied at a ratio recommended by the either the county extension agent or manufacturer’s recommendations for the geographical area covered by this contract. Application must be in accordance with manufacturer's recommendations and present a uniform appearance. Herbicides will be applied to areas as agreed upon by the COR and the contractor.

Snow Removal: The contractor must prepare a Snow Removal Plan. Snow removal equipment is included in the list of Government Furnished Equipment for use on this contract (See Attachment(s) K & L). Below are the work and quality requirements that must be addressed in the plan:

a) Work Requirements

i) Remove snow and ice from all entrances, steps, landings, sidewalks, approaches, driveways, roads, and parking areas before the building occupants report for work, maintain ice and snow free conditions continuously during work hours.

Egress doors to the exterior must all be kept clear of snow and ice and be functional.

ii) The contractor must furnish the COR with a list of telephone numbers where either the contractor or authorized representatives can be contacted at any time.

iii) The Government will furnish the snow removal equipment listed on the GFE Inventory (Attachments K & L). Any additional equipment needed for snow removal must be provided by the contractor.

iv) The contractor must supply chemicals and/or sand and salt to be used to reduce safety hazards due to ice and snow. All chemicals used must be in accordance with federal specifications in locations specified by the Government. An adequate supply of chemicals i.e., ice melt, sanding salt mixtures, must remain on-site at all times to quickly react to winter conditions. Supply levels to be agreed upon by the Contractor and the COR.

b) Quality Requirements

i) The specified areas must be free of snow and ice accumulations. No snow is to be placed onto trees, shrubbery, grown cover, grass areas, or landscaped areas.

Snow piles generated by the clearing of the parking areas must be removed and placed elsewhere on site as quickly as practicable. The location for snow disposal must be approved by the COR.

Maintenance of Vehicles and Other Types of Equipment and Machinery that the O&M contractor uses that are not GSA leased vehicles:

a) Contractor will be responsible for maintenance and repair of the following equipment provided for contractor use under this contract: Government-owned lawn and grounds maintenance equipment, trucks, tractors, grader, front-end loaders, forklifts, vans and cars.

b) Award of this contract provides the contractor authority to operate and maintain the mentioned government owned equipment. All Government owned equipment as provided in the GFE Inventory must not be used for work outside of this contract. Contractors are prohibited from using such vehicles for home-to-work transportation, or for services off Government property, except that the contractor may pick up and drop off items required for use under this contract. Dropping off of recyclable items is also allowable.

Wireless communications: The USGS has a narrow band frequency assigned to EROS for wireless pager communications that must be made available to the contractor for use. EROS has GFE narrowband frequency, Ztron paging system, antenna, and a repeater. The contractor will need to supply its own pagers if so desired to use. If contractor desires to use radios for its employees, the responsibility to obtain a frequency and radios will be up to the Contractor to supply.

Sanitary and Wastewater Treatment and Pond Maintenance: Contractor will be responsible for obtaining and holding a South Dakota Department of Environmental and Natural Resources (SD DENR) Wastewater Permit for use at EROS. The Wastewater consists of the entire sanitary/wastewater system at EROS, sewer lines, lift station, aeration building, four (4) waste ponds of approximately 8.6 acres and a 13-acre pond formed by an earthen dam.

Waste Management: The contractor must comply with the USGS/EROS recycling efforts.

This may require segregating reusable/recyclable waste materials by type. Non-reusable waste materials (trash and garbage) must be removed from the facility and placed in the nearest non-recyclable dumpster. Recyclable material must be placed in the nearest recyclable dumpster.

Changes by the Contractor:

a) The contractor will not change or alter any existing mechanical, architectural, structural, or utility components without authorization from the Contracting Officer’s Representative (COR) and notification through contractual procedures or by the facility maintenance management system. If changes are authorized, the Contractor must furnish appropriate drawings by use of the government supplied drawing software, and/or specifications to the Contracting Officer (CO) and COR showing "as-built" conditions.

b) All parts or components installed, or improvements made by the contractor during the term of this contract will become and remain the property of the Government.

GENERAL HOUSEKEEPING

The contractor must ensure that all mechanical, equipment, and contractor storage rooms, including equipment; e.g., air handlers, chillers, boilers, piping, motors, etc., are kept clean and free from dirt, dust, and debris. Boiler rooms and compressor rooms will not be used as storage areas for any materials which may constitute a fire hazard. Storage cabinets for flammable, caustic chemicals, and drum over-packs are provided by the Government.

TASK ORDERS FOR OTHER THAN GENERAL O&M

1) Task Orders will be issued for unscheduled maintenance, service, repair, adjustment, and personnel moves above the standard number per month identified above. Moving will be entered and monitored within the current FMMS system in use at EROS. The Government and the contractor will share this responsibility for entering work orders.

2) A written Task Order, issued by the CO, is required for services more than micro-purchase thresholds.

3) When a repair is determined by the CO and COR to be an emergency, the contractor must proceed immediately, upon the direction of the CO or designated representative, with the repair under the funded Emergency O&M task order/CLIN. The Contractor must submit a price proposal of estimated costs as soon as possible. The COR may provide direction to proceed outside non-business hours but must notify the CO the next business day.

Notification to Proceed: The CO will review the price estimate from the contractor. Once the contractor’s proposal has been accepted, a task order will be issued by the CO. The signed task order, as awarded by the CO, is notification to the Contractor to proceed with the work.

Modifications during Task Order Performance: Changes to the task order during performance must be reviewed and approved by the CO prior to implementation. The contractor must provide an updated price estimate, if applicable, to accurately reflect changes.

A Task Order Modification must be awarded prior to implementation of any changes that result in an increase in the price or changes in scope.

Emergency Events:

a) In the event of an immediate danger to life and safety of personnel, the facility, mission of EROS, unlisted emergencies, and failures of utility systems the contractor must respond immediately upon notification of the event if during working hours and arrive to the event within thirty (30) minutes if the event occurs during non-working hours. The contractor must take action to protect life and safety of personnel as a priority. On determination of the cause of the emergency the contractor will notify the COR and Facility Manager immediately. The CO will issue a task order approving the work after receipt of a price estimate by the contractor.

b) Designated contractor personnel, including the contract program manager, must become thoroughly familiar and comply with the Government's "Occupant Emergency Plan" responsibilities, which is available from the COR post award.

SAFETY, ACCIDENT & FIRE PREVENTION

1) The operation and maintenance of the building(s) and all repairs, alterations, protection and safety activities, and all other activities must comply with all Federal, State, Local regulations, the Facilities Standards for Public Buildings Service (PBS/PQ 100) chapters 7& 13, EPS Guidance for Controlling Asbestos containing Materials in Buildings (Report no.

EPA 560/5-85-024) and the regulations in Part 101-20 of the Federal Property Management Regulations.

2) The contractor must report all accidents, fire, safety, or security hazards to the COR or designees immediately and in accordance with the USGS standard operating procedures.

CONTRACTOR PERSONNEL

1) Management: The contractor must provide a program manager who will be responsible for the performance of the work at all times. The name of this person, and an alternate, or alternates, who must act for the primary manager when the manager is absent, must be designated in writing to the Contracting Officer (CO). The program manager or alternate will have full authority to act for the contractor on all program matters relating to daily operation of services required under this contract. The program manager or alternate must be available during normal duty hours to meet with government personnel designated by the CO to discuss issues.

2) Contractor Employees: The contractor must ensure that all workers employed on this contract are qualified and/or certified at the correct level to perform the tasks they are assigned. Where required by Federal, State or local regulations, contractor must show proof of training, certifications and/or license.

HOURS OF OPERATION

EROS "Normal Working/Operating Hours" are 7:30 A.M. to 4:30 P.M.., Monday through Friday.

Unless otherwise specified, Federal Holidays are excluded. Actual equipment starting and stopping times may be varied daily to suit local weather conditions.

QUALITY SURVEILLANCE/CONTROL PLAN

All work performed under this Master PWS or any Task Order PWS’s must be of the quality consistent with best industry practices to assure timely provision of services, optimum customer satisfaction and adequate protection of Government assets.

The contractor must develop and maintain an effective and active/live Quality Surveillance/Control Plan (QCP) for the IDIQ contract as well as individual Task Orders, if requested on the Task Order level, to ensure services are performed in accordance with the Master IDIQ contract PWS terms and conditions, and individual Task Order PWS. The contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means to assure that work complies with the requirement of the contract and individual Task Orders.

The contractor’s QCP must be delivered to the Contracting Officer’s Representative (COR) and Contracting Officer (CO) within five (5) business days after award of the IDIQ contract and any Task Orders, if requested at the Task Order level. An electronic comprehensive written QCP must be submitted to the CO and COR within five (5) working days when changes are made thereafter. After acceptance of the QCP the contractor must receive the Contracting Officer’s acceptance in writing of any proposed change to their QCP.

The QCP for the IDIQ contract must demonstrate how the contractor will ensure quality control of the administration of the IDIQ contract and all projects being performed under the IDIQ contract.

The Government, through its Contracting Officer’s Representative (COR) or other designated technical representatives, will also monitor the Contractor’s performance. The Government may monitor the Contractor’s performance of routine functional requirements and outputs, as well as the milestones and deliverables of specific project requirements as deemed necessary to ensure acceptable progress and compliance with Contract/Task Order requirements.

Performance measures used to evaluate contractor performance and/or acceptability of deliverables may include, but may not be limited to, the following examples:

• The contractor arriving to job site on time and presentable

• The contractor having all materials and equipment to perform all required tasks

• The contractor having enough people to perform all tasks

• The contractor having trained and qualified staff

• The contractor following the schedule that was presented and keeping it up to date as changes occur

• The contractor finishing work in a timely manner and per the requirements of the Contract and/or Task Orders

• Any deficiencies on all completed work

The contractor, not the government, is responsible for managing and ensuring that quality controls meet the terms of the Contract and Task Order requirements.

Contractor and the COR will monitor the working relationship between the Government and Contractor personnel to ensure that services do NOT develop into a personal service relationship as defined in FAR

37.104. Questions concerning this matter must immediately be referred to the Contracting Officer.

PHYSICAL SECURITY

Work Area: The contractor will be responsible for safeguarding all government property provided to the contractor for use. At the end of each work period, all government facilities, GFE and CFE equipment and materials shall be secured. The Government will not be liable for any equipment stolen or damaged.

Key Control (to include Access Cards): The contractor must establish and implement methods of making sure all keys and access cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor must establish procedures for covering key control access control that will be included in the Quality Control Program Plan.

The contractor must report immediately to the contracting officer’s representative or contracting officer with any occurrences of lost or duplicated keys. In the event keys or other than master keys are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key the affected lock or locks without cost to the government. The government may, however, at its option replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment to the contractor. In the event the master key is lost or duplicated, all locks and keys for that system must be replaced by the government and the total cost deducted from the monthly payment of the contractor. The contractor must prohibit the use of government issued keys or access cards by any persons other than the contractor's employees. The contractor must prohibit the opening of locked areas to permit entrance of persons other than contractor employees.

Security Clearance: All contractor personnel working under this contract are required to obtain a security background clearance. The F-176, Statement of Personal History, must be completed in its entirety for everyone. The contractor will coordinate the security background clearance with the Government Facilities Manager located at the EROS Data Center to ensure the proper procedures are followed. All contractor personnel found to be unacceptable will not be allowed to perform any work under this contract. Should contract personnel be found to be unacceptable due to past criminal history, that person will have the right to appeal their adjudication to the Federal Protective Service. However, personnel found to be unacceptable will not be allowed to work under this contract until final appear ruling has been established, and the Federal Protective Service has changed the unacceptable status to acceptable. All passes must be returned to the COR as the management officials, supervisors, or employees are dismissed or terminated, and when the contract expires. All passes will contain an expiration date.

REPORTS/OTHER REQUIREMENTS

1) Technical service to include the following: reports, audits, data collection, for infrastructure planning and specification, electrical peak management, energy reporting, advisement within the scope of this contract.

2) The contractor must conduct power audits of the three (3) computer rooms every six (6) months, in June and December, reporting on each computer room individually. Report the load of each panel, circuit, the UPS percentage of use.

3) HVAC must also be reported for each of the Computer Rooms and also for the building. HVAC reports shall include at a minimum the following criteria: Temperature in Fahrenheit or Celsius, and Relative Humidity levels by percent, to be recorded at various times not less than twice during normal day shift operation. Readings are taken at each air conditioning unit and at random equipment intake locations throughout the room. The HVAC report will include an estimate of British Thermal Units (BTU) per computer room, which will be the sum of all equipment producing BTU’s, lights, and cooling equipment. HVAC reports must be provided to the Government in six-month intervals, June and December of each year.

4) The contractor must provide data collection for the annual energy reports compiled by the Facility

Management Office.

5) The contractor must provide Space condition reports on the Film Archive. Monthly reports must include the points collected and graph changes for temperature and relative humidity. Operational changes may be required periodically to ensure National Archives and Records Administration (NARA) standards are met.

6) Data Center Infrastructure Management: DCIM data base entry for Data Center assets will be provided…