Attachment 2 Performance Work Statement.doc

USFS Region 1 and Lolo NF HVAC Services

USFS Northern Region, Missoula MT

Fort Missoula HVAC Maintenance

USFS Northern Region, Missoula MT

Performance Work Statement (pws)

1. General Requirements. Contract support to the Heating, Ventilation and Air Conditioning (HVAC) system associated with Building 26 and Building 24 at Fort Missoula as specified in this Performance Work Statement (PWS). The First Year of this Contract will be the base year, with four subsequent option years following. Services shall include the maintenance and associated chemical treatment, minor repair, and support for the HVAC mechanical systems. Any discrepancies between this PWS and actual conditions shall be reported immediately to the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

1.1. Scope of Work. The contractor shall furnish all labor, materials, tools, equipment, transportation, and insurance required by this contract. The contractor (or subcontractors) MUST be proficient with all relevant control systems used. The contractor shall at all times provide adequate supervision of employees ensuring all work is accomplished in accordance with the terms and conditions of the contract in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The contractor shall confine repair and maintenance activities involving excessive noise, vibration, and similar disruptions to the hours before 8:00 AM and/or after 5:00 PM, or as directed by COR.

1.1.1. For specific tasks, refer to Appendix A (See attached Appendix A) for maintenance items and frequency by building. The contractor shall be responsible for all maintenance parts including but not limited to filters, belts, and required chemicals. The schedule in Appendix can be modified for efficiency as determined through coordination with the contractor and COR.

1.1.2. Cooling tower chemicals for scale, corrosion and bio inhibitor are included in this contract. Shutoff/winterization of the cooling tower in Fall prior to freezing overnight temperatures and start-up of the cooling tower in Spring is also included.

1.1.3. Minor Repairs to be completed during Routine Maintenance: The contractor shall be responsible for supplying all parts, materials and labor to accomplish minor repairs to the heating, ventilating, air conditioning, and pneumatic controls during routine maintenance. Examples of minor repairs include the tightening, cleaning and adjustment of the following items: controls, timers, sequences, thermostats, grills, seals, bearings, program controller on boiler, etc. Small parts misc. supplies such as screws, nuts bolts, wire-nuts, misc. wire rags, oil and cleaning supplies are considered as incidental to minor repair. All repairs shall be completed in a timely manner and noted on the form with a completion date when the repair is finished.

1.1.4. Major repairs are not included in this contract but shall be immediately reported to the COR by written documentation on the form provided at an onsite designated location. If requested, Contractor shall provide a proposal at no additional cost for major repairs. Examples of major repairs include the complete failure of compressors, electric motors, boilers, or other major units; or the modification of systems in place to better the performance or operation of a specific item.

1.1.5. At the completion of the preventive maintenance or repair, the contractor must present to the COR (or other Forest Service Facilities representative) a written description of the work performed, a list of parts installed, total labor hours and date completed. These tasks will be reviewed in a quarterly meeting with the CO/COR.

1.1.6. When the contractor performs work which requires the revision of mechanical, electrical, controls or sequence of system operation the contractor shall immediately notify the COR/CO.

1.2. Deliverables

1.2.1 General Requirement. The contractor is responsible for furnishing the CO with all deliverables below within ten (10) working days after the start of the contract.

1.2.2. Subcontractor List. The contractor shall provide a complete list of subcontractors that will be used in the performance of this contract. The Government may require additional information about subcontractor personnel that will have access to Government buildings or facilities. In the event of any change in personnel that requires Government building or facility access, the contractor shall inform the CO promptly of the change, normally within five calendar days.

1.2.3. Personnel List. The contractor shall provide a complete list of the name, address, and work phone number of each employee engaged in the performance of this contract. The Government may require additional information to establish the identity and legal employment status of each employee having access to Government buildings or facilities. In the event of a change in employees, the contractor shall inform the CO promptly of the change, normally within five calendar days after new employee hire or employee dismissal.

1.2.4. Certifications. The contractor shall provide proof of certification for any personnel servicing specialized equipment included in Appendix A.

1.2.5. Quality Control Plan. The contractor shall implement a quality control plan, and an electronic copy shall be provided to the CO no later than five (5) working days prior to commencement of work under this contract. The requirements of this plan can be found in section C.1.4. of this document.

1.2.6. Emergency Procedures. The contractor must provide a satisfactory means of contact for emergencies that occur after normal working hours.

1.2.7. Pre-Existing Deficiencies joint inspection and report as outlined in section C5.2.

1.3. Personnel

1.3.1. Field Supervisor. The Field Supervisor will be directly responsible for maintaining in good working condition all of the systems covered by this contract. The Field Supervisor must have at least ten years (10) of hands-on field experience to include but not limited to: boilers, chillers, pumps, electrical starters, cooling towers, air handling units, water conditioning systems, electronic direct digital controls, electrical power and electrical control systems. The Field Supervisor must have at least ten years (10) of supervisory experience and good oral and written communication skills.

1.3.2. The contractor shall be capable of providing written reports to the COR on system conditions, corrective actions taken, preventive maintenance and repairs rendered to the HVAC and control systems.

1.3.3. The contractor shall be capable of scheduling work to cause the least interference with the normal occurrence of Forest Service business and mission. In those cases where some interference may be essentially unavoidable, the contractor must coordinate with the CO/COR and shall make every effort to minimize the impact of the interference, inconvenience, system downtime, service interruption, and/or customer discomfort.

1.3.4. The contractor shall be capable of continuously maintaining adequate staff with suitable management expertise to ensure that work is scheduled and completed in accordance with these specifications. The contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified.

1.3.5. Employee Identification. Clothing clearly marked with the company name/logo shall be worn onsite or a visitor badge will be issued and worn in a conspicuous place on exterior clothing whenever work is being performed under this contract.

1.4. Contractor Quality Control

1.4.1. General Requirement. The contractor is responsible for quality control and shall establish and maintain an effective quality control system. The quality control system shall consist of plans, procedures, and organization necessary to produce services that comply with the contract requirements. The system shall cover all operations as set forth in this contract. The contractor shall be responsible for the quality of work on the job and is subject to termination for non-compliance with quality requirements specified in the contract. The role of the Government is quality assurance to ensure contract standards are met (see section XXX).

1.4.2. Quality Control System. The contractor's Quality Control system shall include, as a minimum, the following operations, including work by subcontractors:

1.4.2.1. Assure the Quality Control Manager has direct accountability to the contractor's top management.

1.4.2.2. Contain procedures for written and verbal communication with the Government regarding performance of the contract.

1.4.2.3 Contain procedures for handling corrective action without dependence upon Government direction.

1.4.2.4. Maintain records of all contractor quality control checks and corrective action. These files shall be maintained by the contractor throughout the term of this contract and shall be made available to the Contracting Officer or designated representative during the term of this contract. The contractor shall retain its quality control files for not less than one year after the completion or termination of the contract.

1.4.2.5. Acceptance of Plan. Government acceptance of the QCP is conditional and will be predicated on satisfactory performance during the services. The Government reserves the right to require the contractor to make changes in its QCP and operations including removal of personnel, as necessary, to obtain the quality specified. After acceptance of the QCP, the contractor shall notify the Contracting Officer in writing of any proposed change. Proposed changes are subject to acceptance by the Contracting Officer.

1.4.3. All contractor personnel shall sign in and sign out at the COR’s desk before beginning any work on Forest Service equipment. If the COR is not present, all contractor personnel shall still sign-in/sign out and shall additionally message the COR via text or voicemail to let the COR that they are on site.

1.4.4. The contractor’s Field Supervisor and COR shall meet quarterly or as negotiated. Mutual effort will be made by both parties to resolve any problems identified during the performance of the contract requirements. If deemed necessary by the COR, written minutes of the meetings will be prepared by the COR and signed by the contractor. Should the contractor not concur with the minutes, the contractor shall notify the CO, in writing, of any areas of disagreement within five (5) days following issuance of the minutes.

1.5. Government Quality Assurance

1.5.1. Performance Requirement Measures have been developed to evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each objective listed in this PWS. The Performance Requirement Measures provides a systematic method to evaluate the services the contractor is required to furnish. They are based on the premise that the government desires to maintain a quality standard in operating, maintaining, and repairing HVAC systems and that a service contract to provide the service is the best means of achieving that objective.

1.5.2. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. Once the quality control system is approved, careful application of the process and standards presented in the Performance Requirement Measures will ensure a robust quality assurance program.

1.5.3. The COR will perform periodic inspections to evaluate the quality of work being performed. At any time when work is performed and is not in compliance with specifications, the contractor will be informed and required to correct the deficiencies. Acceptance of work will be determined by inspection of the entire job and be based on adherence to the PWS. The COR will record the results of these inspections and submit them to the contractor. The inspections may be conducted more frequently as deemed necessary by the COR. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished.

1.5.4. For preventative maintenance, repairs and quarterly inspection, 95% adherence to performance requirements is required. The Contractor is not to exceed three unsatisfactory reports monthly as reported by the COR.

Performance Requirement Measures

Paragraph

Preventative Maintenance: Contractor to furnish qualified labor and factory grade material to perform inspections, maintenance, and scheduled repairs. All completed maintenance shall be documented on inspection checklist.

Repairs: Contractor to complete all minor repairs in a timely manner as coordinated with COR. At the completion of repair the contractor must present to the COR a written description of the work performed, a list of parts installed, total labor hours and date completed.

1.6. Safety

1.6.1. The contractor shall use products made with recycled materials to the greatest extent possible. Preference should be given to concentrated cleaning and maintenance chemicals which use ecologically sound packaging and are phosphate‑free, non‑corrosive, non‑flammable, and fully biodegradable.

1.6.2. Materials or supplies shall not be used in performance under this contract (or placed or stored on Government property) until the applicable Safety Data Sheets for all chemicals and hazardous materials have been furnished to the COR/CO.

1.6.3. The contractor shall not use any material which the COR determines would be unsuitable for the purpose or harmful to the surfaces to which applied. Costs for correcting damage caused by misused materials will be borne by the contractor.

1.6.4. The COR reserves the right for final approval on all materials and supplies utilized by the contractor.

1.6.5. The contractor shall be responsible for the safety and general cleanliness of the Forest Service equipment facilities and shall take adequate precautions to prevent fire hazards, odors, and vermin.

1.7. Security

1.7.1 All outside doors shall remain locked while contractor performs work. The contractor shall assure that all exterior doors in the main building and outlying buildings are locked prior to departure and that all doors inside the buildings and outlying buildings that are required to remain locked are also locked.

1.7.2. Turn off unnecessary lights/faucets. Close windows. Contractor shall immediately report fires and hazardous conditions to the COR.

1.7.3. Contractor shall immediately notify the COR if any problems are encountered either with the alarm or if any keys are lost.

1.7.4. Contractor personnel entering and leaving the Fort Missoula Forest Service sites with personal property, including tools and equipment, will be subject to inspection by the Fort Missoula Forest Service Employees.

2. Government Furnished Property/Supplies/Items

2.1. The US Forest Service at Fort Missoula shall provide without cost the materials and services listed in sections 2.2 and 2.3. Forest Service property shall be used only for official Forest Service business in the performance of this contract. Neither the contractor nor the contractor’s employees shall use the Forest Service property in any manner for any personal advantage, business gain, or other personal endeavor.

2.2. The Forest Service will furnish key card badges for building access to all awarded contractor employees. All key card badges shall be signed for and returned to COR immediately upon termination of the contract. The contractor shall establish and implement a procedure for ensuring that all keys and/or combination locks are not misplaced and/or used by unauthorized individuals. Keys issued to the contractor shall not be duplicated and combinations to combination locks shall not be disseminated beyond a "need to know" basis. The contractor shall report the loss of badges or key(s) or the compromise of a combination immediately to the COR. All costs to replace keys will be paid by the contractor.

2.3. The Forest Service will make existing as-built drawings and Operation/Maintenance manuals available to the contractor upon request. These items shall remain on Forest Service property unless prior approval is received from the COR. The Forest Service makes no representation as to the completeness or accuracy of these drawings.

3. Contractor Furnished Items

3.1. Contractor shall provide all parts, equipment, materials, and services to perform the requirements of maintaining the HVAC mechanical equipment. The contractor shall furnish new parts and components in the performance of maintenance and repair services as described herein.

3.2. All replacement units, parts, components and materials to be used in the maintenance and repair of the HVAC systems included herein shall be compatible with the equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; and shall be used in accordance with original design and manufacturer intent.

3.3. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall be equal to or exceed the quality of the updated parts.

3.4. Safety Data Sheets (SDS). The contractor shall submit SDS sheets obtained from the manufacturer or dealer concerning all hazardous materials (i.e., chemicals and cleaning solutions) to be used under this contract to the COR/CO within five (5) days after commencing work. Reference: 29 CFR 1910-1200. SDS sheets shall be submitted and products approved prior to the use of any products.

3.5. Contractor’s Equipment. The Government may inspect contractor's equipment at any time. Contractor's equipment shall be subject to approval by the COR/CO. The contractor shall service or replace at no cost to the Government any equipment found to be defective, unsafe, or unsuitable.

3.6. Removal of Property Upon Expiration of Contract. The contractor shall, within five (5) days after the expiration of this contract, remove from Government premises all contractor owned vehicles, equipment, tools, supplies, materials, or other items. If the contractor does not remove said items within the stated period, the items will be delivered to the designated property office and disposition will be made in accordance with Government regulations.

4. General Information

4.1. Workmanship and Material Standards

4.1.1 All workmanship shall meet the standards specified herein, and shall be accomplished in accordance with approved and accepted standards of the; (1) industry, (2) equipment manufacturer, (3) applicable Federal and Local standards and codes, (4) applicable building and safety codes and (5) Building specifications, including, but not limited to, American Society of Mechanical Engineering (ASME).

4.1.2. When the contractor completes work on a system included in this contract, the system shall be free of missing components or defects, which would prevent it from functioning as originally intended and/or designed. Corrective or repair/replacement work shall be carried out to completion, including operational checks and cleanup of the work site. Except where noted otherwise, replacement components and systems shall match existing function.

4.1.3. All replacement parts, and expendable material provided by the contractor shall be of equal or better grade than those recommended by the equipment manufacturer.

4.1.4. During and at the 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 from Forest Service property at the completion of the job and/or at the end of each day work is in progress, whichever is sooner.

4.1.5. Warranty Items: Equipment, components, and parts, other than those installed under this contract, shall not be removed, replaced and/or repaired while still under warranty of the manufacturer or installer without prior approval from the COR. All defects in material or workmanship, defective parts, or improper installation or adjustment shall be reported to the COR in order to initiate appropriate corrective action.

4.2. Pre-Existing Deficiencies

4.2.1. Pre-Existing Deficiencies: Within twenty (20) calendar days following contract award, the contractor and COR shall complete a joint inspection identifying any pre-existing deficiencies associated with any HVAC system included in this contract.

4.2.2. Following completion of the inspection, the contractor shall prepare a written report listing all deficiencies noted during the joint inspection; this report shall be submitted to the COR within 5 calendar days after the inspection. As part of the report, the contractor shall also identify any system which is presently operable but which the contractor feels should be considered for upgrade or replacement.

4.2.3. The Forest Service reserves the right to correct any or all of the pre-existing deficiencies by other means other than this contract. The Forest Service may elect to have all, or any part of this work performed by Government employees or by other contractors.

4.2.4. Any and all deficiencies for minor repairs found after completion of the joint inspection shall not be considered pre-existing deficiencies and therefore shall be repaired or replaced by the contractor.

4.3. Replacement, Modernization, and Renovation

4.3.1 During the term of this contract, the Forest Service may repair, replace, renovate, or improve the systems at the expense of the Forest Service by means not associated with this contract. All replaced, improved, updated, modernized, or renovated conveyance shall be maintained, and/or repaired by the contractor at no additional cost to the Forest Service unless such changes result in an increase or decrease in contract requirements. Any changes, replacements, or deletions which result in an increase or decrease in contract requirements will result in negotiated modification to the contract price, if applicable.

4.4. Performance Periods

Base Year (Item 0001): April 1, 2026 – March 31, 2027.

Option Year One (Item 1001): April 1, 2027 – March 31, 2028.

Option Year Two (Item 2001): April 1, 2028 – March 31, 2029.

Option Year Three (Item 3001): April 1, 2029 – March 31, 2030.

Option Year Four (Item 4001): April 1, 2030 – March 31, 2031.

4.5. Contract Time

The contract periods shall be 12 months. However, at the option of the Government, the contract option may be exercised for additional one-year periods, not to exceed one option period, with the same terms and conditions. The Government will notify the Contractor of its intent to exercise the option not less than thirty (30) calendar days prior to the expiration of the current contract period.

4.6. Performance Based Service Contract

This is a performance based, commercial service contract. Performance based means the Contractor is responsible for an end product. If an end product is not provided, an adjustment to the payment will be made.

4.7 Commercial Services Contract

A commercial item contract streamlines the terms and conditions to resemble those already used in the everyday marketplace.

4.8 Use of Premises

The Contractor shall comply with the regulations governing the operation of premises which are occupied and shall perform his contract in such a manner as not to interrupt or interfere with the conduct of Government business.

4.9 Invoicing Requirements

The Forest Service is utilizing the Invoice Processing Platform (IPP) for the electronic submission and tracking of contracts/purchase orders, invoices, and payment information. IPP is a secure Government-wide, Web-based invoice processing service. Visit http://www.ipp.gov to learn more. Contractors shall submit all invoices electronically via IPP. Paper copies of invoices will no longer be accepted.

4.10 Key Personnel

The key personnel specified as part of the quote package, are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the contract. No diversion shall be made by the Contractor without the written consent of the Contracting Officer: Provided that the Contracting Officer may ratify in writing such diversion and such ratification shall constitute the consent of the Contracting Officer required by this clause. The contract may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate.

4.11 Service Contract Act

This contract is subject to the Service Contract Act of 1965. (Please see attached Wage Determination)

4.12 Pre-work Conference

A post award pre-work meeting may be scheduled with the successful offeror/contractor to review contract requirements. This meeting will be scheduled at the earliest available time of the Contracting Officer and the Contracting Officer’s Representative.