Attachment 2- Performance Work Statement.docx

US Department of Agriculture (USDA)

Performance Work Statement

Contents

Project Title BARC EPSS (Generator/ATS/MTS) Maintenance and Repair IDIQ

Section I – Performance Work Statement

General Information

1.0 Background and Purpose

BARC operates and maintains eighty (80) EPSs for various research and operational facilities across the BARC Campus in Beltsville, MD. These facilities require reliable and consistent utility electrical power to ensure all life/safety aspects of the building’s occupants and research aims are safe and protected. BARC serves over 1400 personnel, over 100 facilities, and livestock as part of the largest division of USDA Agricultural Research Services. BARC will continue to safeguard the life and safety of the employees and objectives of BARC and the facilities that serve the USDA by ensuring EPSs are properly maintained and repaired.

The purpose of this PWS is to provide a description of the scope for maintenance on all listed and installed generators across BARC. This requirement includes maintenance, testing, and reporting requirements as well as multiple task order requirements for generator and ATS assessment and resulting repair. Repair requirements are indefinite in both delivery timeline and quantity. No additional option years will be included.

2.0 Definitions

For the purposes of this document, Beltsville Agricultural Research Center will be referred to as ‘BARC.’ Utilities Management Unit will be referred to as ‘UMU.” Generator sets and associated ATS/MTSs will collectively be referred to as emergency power supply systems (EPSS or EPSs). UMU Project Manager will be referred to as ‘PM.’ Contracting Officer will be referred to as ‘CO.’ Contracting Officer Representative will be referred to as the ‘COR.’ The contractor, individuals, or companies involved with this requirement will be referred to as ‘Contractor.’

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 Summary Technical Requirements:

Annual EPSS Inspection and Preventative Maintenance – Reports required

3.2 Detailed Administrative & Technical Requirements:

3.2.1 For the detailed scope of work, administrative and technical requirements, please refer to Section II – Detailed Scope of Work and Requirements below

4.0 Deliverable / Schedule

All written deliverables shall be phrased in layperson language.

· General Requirements: The contractor shall refer to the Performance Work Statement (PWS) and Project Specifications for deliverables and schedules for mobilization, execution and demobilization, as required.

· Tasks and Associated Deliverables: Timely submission of deliverables is essential to successfully completing this requirement. Schedules for deliverables are specified in the Project Specifications. All deliverables shall be prepared and submitted according to format, content, and schedule described in the PWS and Project Specification. All “hard copy” deliverables will be submitted on recycled content paper and printed double-sided.

· Reporting Requirements: The contractor is required to provide written progress reports according to the PWS and Project Specifications for the specified Contract period. Monthly reports shall be provided in hardcopy and electronic format at a minimum. Additional reports may be requested according to the PWS or frequency of maintenance and repair work performed. The progress and EPSS reports shall cover all work completed during the specified period and shall present the work to be accomplished during the subsequent period. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation.

5.0 Government Furnished

Government to furnish parts and equipment laydown area, if needed, according to project PWS. Access shall be restricted to hours outlined in Section 7.2 Work Schedules as outlined in the project Scope of Work.

6.0 Travel

All travel to and from the project locations on BARC shall be at the Contractor’s expense.

7.0 Security Requirements

The contractor shall obtain contractor level security requirements as outlined by the BARC security office.

8.0 Data Rights

The contractor shall furnish records and reports according to the PWS. USDA Personnel shall be the sole acceptor of all records and reports. The contractor shall maintain reports and records for duration of the contract and are prohibited from sharing (without appropriate permissions), disseminating, or copying any information produced as a result of the maintenance or repair work completed. At the completion of the contract or its options, all copies of records and reports shall be turned over to the appropriate USDA personnel.

9.0 Performance Requirement Measures

The government reserves the right to withhold payment for unsatisfactory performance as defined by the QASP and at the discretion of the CO. Purpose and acceptable performance shall be discussed fully so that both the customer and the Contractor understand expectations to the fullest extent possible.

While Performance Requirement Measures and Surveillance are outlined below, they do not supersede or fully encompass the Performance Work Statement (PWS) or Project Specifications. Ultimate compliance and contract fulfillment depend entirely upon the provisions set forth in the PWS and project specifications.

% for NOT meeting the Task

Payment will be withheld until successful completion of the requirement.

Section II – Detailed Scope of Work, Administrative and Technical Requirements

Summary This requirement is comprised of a two-part IDIQ maintenance contract. For the first part, the contractor shall provide required manufacturer-specific and regularly scheduled preventative maintenance to all identified generators, automatic transfer switches (ATS), and manual transfer switches (MTS) across the Beltsville Agricultural Research Center (BARC) Campus. For the second part, the contractor shall provide unscheduled repairs or reactive maintenance, otherwise not included in the regular preventive maintenance of BARC EPSs. The second part of the contract, the unscheduled maintenance and repair, shall be task order based.

1 PROJECT TITLE:

BARC EPSS (Generator/ATS/MTS) Maintenance and Repair IDIQ Contract.

2 PROJECT LOCATION:

USDA, Beltsville Agricultural Research Center (BARC), Beltsville, MD. Eighty (80) identified generators and associated automatic transfer switches and manual transfer switches, and associated equipment, collectively referred to as an emergency power supply system (EPSS), located at various buildings across the eastside and westside BARC Campus. See attached BARC generator map and listings.

3 GENERAL

3.1 Contract Structure

3.1.1 This contract is set up in two parts. The Task Order will include regular preventative and manufacturer recommended maintenance of BARC EPSS as the first part and a task order based for unscheduled or reactive maintenance and repair as the second part of the contract. Explanation of the contract structure and the generalized scope of the contract are described below:

3.1.1.1 Part 1: The first part of the contract includes the regular preventative and manufacturer recommended maintenance actions for BARC generators, ATSs, and MTSs. Section 5.3 lays out the foundation of this portion of the contract with initial actions upon award and continued maintenance actions expected throughout the specified contract period. These requirements include:

3.1.1.1.1 Initial inventory and verification of BARC EPSS equipment.

3.1.1.1.2 Verification and completion of BARC EPSS inventory.

3.1.1.1.3 Build and implement a new BARC EPSS maintenance schedule.

3.1.1.1.4 Perform regular quarterly, biannual and annual maintenance visits to inspect, test, maintain BARC EPSs to manufacturer and NFPA 110 standards.

3.1.1.1.5 Provide reporting for all maintenance and testing performed.

3.1.1.2 Part 2: The second part of the contract is Task Order based on which the contractor shall provide an RTOP (Request for Task Order Proposal) quote based on an unscheduled or reactive repair or replacement for a specified BARC EPSS. Requirements may include, but are not limited to:

3.1.1.2.1 Unscheduled parts replacement due to damage or failure.

3.1.1.2.2 Battery or parts replacement outside of regular manufacturer intervals.

3.1.1.2.3 Diagnosis of EPSS alarm codes and recommended repair.

3.1.1.2.4 Individual EPSS system replacement as needed to include generator, ATS, MTS, or component replacement.

3.2 Introduction

3.2.1 BARC Utilities Management Unit (UMU) requires a contractor support to provide supervision, labor, materials, equipment, and supplies to perform manufacturer-specific preventative and regular maintenance on existing and future installed generators and automatic transfer switches (ATS), collectively referred to as emergency power supply systems (EPSS) to include, but not limited to, quarterly, biannual and annual inspections, preventative maintenance and testing in accordance with NFPA 110: Standard for Emergency and Standby Power Systems and UFC 3-540-07 Operation and Maintenance (O&M): Generators, With Change 1 guidance. Additionally, assessment and repairs on existing generators is required prior to being included in the maintenance schedule per the scope of work description.

3.2.2 Actual requirements may vary during the term of the contract. The contractor shall provide the equipment, personnel, and material, as specified, to handle the requirements of BARC described in this PWS and its specifications. During the term of this contract, the contractor shall perform the work as defined in each specific scope of work in Section 5.

3.3 Background

3.3.1 BARC operates and maintains eighty (80) EPSs for various research and operational facilities across the BARC Campus in Beltsville, MD. These facilities require reliable and consistent utility electrical power to ensure all life/safety aspects of the building’s occupants and research animals are safe and protected. BARC serves over 1400 personnel, over 150 facilities, and livestock as part of the largest division of USDA Agricultural Research Services. BARC will continue to safeguard the life and safety of the employees and objectives of BARC and the facilities that serve the USDA’s mission by ensuring EPSs are properly maintained and repaired.

3.4 Purpose

3.4.1 The purpose of this PWS is to provide a description of the scope for maintenance on all listed and installed generators across BARC. Services will include initial and regularly scheduled maintenance, testing, and reporting requirements as well as other task order-based IDIQ requirements for unscheduled maintenance, repair and replacement. No additional option years will be included for follow-on maintenance, testing, and reporting of EPSs as well as the IDIQ portion of the contract.

4 ADMINISTRATIVE

4.1 USDA Points of Contact (POCs)

4.2 Invoicing and Payment

4.2.1 The contractor shall submit all invoices and progress payments to the Invoice Processing Platform (IPP) for payment only after CO or authorized Government representative has validated with the PM that invoices are appropriate for the work accomplished. The CO will be the final approver of payment once work has been verified.

4.2.2 Invoices will be handled in accordance with the Prompt Payment Act and FAR Clause 52.232-33. Contractors shall assign an Identification number to each invoice.

4.2.3 The contractor shall submit a Schedule of Values indicating each individual project task with the associated cost. The schedule shall be updated and submitted with each progress payment requested.

5 Detailed SCOPE OF WORK & Technical Requirements

5.1 Project Management: Project Management activities and deliverables for this project include, but are not limited to the following:

5.1.1 Project Schedules

5.1.1.1 The contractor shall coordinate with the PM/COR, and USDA personnel to obtain access to facilities as needed.

5.1.1.2 The contractor shall not begin work until the project schedule and associated repair and/or maintenance schedules have been approved by the COR.

5.1.2 Project Inspectors Reports

5.1.2.1 The contractor shall submit a monthly report to the CO and PM/COR or according to the direction of the CO, listing the names of all those present on the project locations for maintenance or repair purposes, along with their job classification, hours of work and a brief description of the work performed by each on that day.

5.1.2.2 Project inspection reports may be requested at any time during the duration of the project at the discretion of the CO or PM/COR.

5.1.3 Formal Meetings

5.1.3.1 Any meeting (deemed formal by the contractor, the CO, or the PM/COR) will have the meeting minutes prepared by the contractor and a copy provided to the CO and PM/COR. The minutes will include Date, Name of Attendees with contact info, Old Business, and New Business subjects (or narratives).

5.1.3.2 Regardless of which party requests a meeting, the contractor may be required to provide hard copy pictures of the topics or concerns to be discussed. Each topic will be linked to a contract specification section number and/or subject area denoted by the document referenced and associated page number. Topics discussed will also include a corrective action, responsible party, and associated completion date.

5.1.4 Project Permitting and Environmental Compliance

5.1.4.1 Pursuant to FAR 52.236-7 Permits and Responsibilities, the contractor shall be responsible for all project permitting, if required for completion, according to federal, state, and local laws and regulations.

5.1.4.2 All applicable permits and Environmental Impact Assessment analysis requirements shall be coordinated through the Maryland Department of the Environment (MDE) or appropriate federal and state authorities.

5.1.4.3 The contractor shall submit permits, environmental analyses, once approved, to the CO, COR, PM, and USDA representatives in electronic copy format.

5.1.5 Utility Outage Coordination

5.1.6 The contractor shall coordinate facility utility outages with the CO or COR and the PM prior to services being shut off. Adequate notification of twenty-one (21) days prior to a scheduled utility outage is required so all users can be properly notified.

5.1.7 The contractor shall post notice at all entrances and elevators in the building supported by the EPSS being tested if utility outages are planned.

5.2 Disposal of Waste

5.2.1 The contractor is responsible for disposing of all waste produced as a result of continued EPSS maintenance to include replaced electronics, mechanical parts, hoses, belts, associated systems, and solid waste following regular generator or ATS maintenance and repairs.

5.2.1.1 The contractor shall recycle debris and materials when feasible.

5.2.2 Disposal of all spent oil, lubricants, coolants, electrical or mechanical parts and all other associated waste will be removed from the work location and disposed of at the contractor’s expense in accordance with 40 CFR Chapter I Subchapter I: Solid Wastes and 40 CFR Part 279: Standards for the Management of Used Oil.

5.3 BASE SERVICES, PART 1: Scheduled EPSS (Generator & ATS) Maintenance, Testing and Reporting Scope:

The following scope of work pertains to all generators and ATSs (EPSs) listed in attachments. Each task is to provide quarterly, biannual and annual manufacturer specific preventative maintenance, repair, replacement, and upgrade, as required.

5.3.1 General Maintenance Requirements

5.3.1.1 Maintenance and operational testing shall be in accordance with NFPA 110: Standard for Emergency and Standby Power Systems and UFC 3-540-07 Operation and Maintenance (O&M): Generators, With Change 1 guidance. The EPSS shall be maintained to ensure a reasonable degree that the system can supply service within the time specified for the type and for the time duration specified for the class as defined in NFPA 110.

5.3.1.2 Transfer switches shall be subjected to an integrated maintenance and testing that includes all the following operations: checking connections, inspection or testing for evidence of overheating and excessive contact erosion, removal of dust and dirt, replacement of contacts as required.

5.3.1.3 Operational tests shall be in accordance with NFPA 110 Section 8.4: Operational Inspection and Testing and shall be initiated at the ATS and shall include testing of each EPSS component on which maintenance or repair has been performed, including transfer of each ATS or MTS to the alternate source, for a period of not less than thirty (30) minutes under operating temperature.

5.3.1.3.1 The test shall be in accordance with NFPA 110 Section 8.4.9.3 and be initiated by operating at least one transfer switch test function and then by operating the test function of all remaining ATSs, or initiated by opening all switches of breakers supplying normal power to all ATSs or MTSs that are part of the EPSS being tested.

5.3.1.4 Biannual and annual testing shall meet minimum load test requirements according to NFPA 110 Section 8.4.2.1: Minimum Load Test Requirements.

5.3.2 Maintenance Schedule

5.3.2.1 The contractor shall develop a comprehensive EPSS maintenance schedule for the duration of the contract period according to NFPA 110: Standard for Emergency and Standby Power Systems standards and recommended schedules. The schedule shall include weekly, monthly, quarterly, biannual and annual required maintenance and testing schedules for each BARC EPSS identified.

5.3.2.2 The contractor shall submit two (2) hardcopy schedule packages and an electronic schedule to the CO and PM/COR for review by BARC personnel for routine maintenance and operational testing of BARC EPSs listed within this scope of work description. See Attachments for example generator listing, suggested maintenance schedules, forms, logs, and test reports according to NFPA 110.

5.3.2.2.1 The electronic schedule shall be able to be filled and updated to allow efficient and effective records keeping of all maintenance actions taken.

5.3.2.3 The schedule shall be submitted, reviewed with BARC representatives, approved by the CO and COR and finalized within thirty (30) days of the NTP.

5.3.2.4 The contractor shall maintain oversight of the schedule submitted and make updates as required. BARC technicians shall use the same schedule to maintain weekly and monthly EPSS requirements.

5.3.3 Initial EPSS Inventory and Inspection

5.3.3.1 The contractor shall conduct an initial inspection of all EPSs listed under the PWS. The inspection shall involve on-site visual inspections with BARC Generator Technicians. Inspections must take place during normal working hours as outlined in Section 7.2. Inspections of generators shall include operational tests when capable. Full operational testing of EPSS to include ATSs and MTSs shall only be conducted when buildings are not occupied or can be done with reasonably minimal interruption to building electrical service and without affect to users.

5.3.3.1.1 If operational tests of EPSs are required for inspection, the contractor shall coordinate facility utility outages in accordance with Section 5.1.5.

5.3.3.2 The contractor shall use the current BARC EPSS inventory listings to complete a full inventory of EPSS equipment to include all generators, automatic transfer switches and manual transfer switches associated with the EPSS system.

5.3.3.3 The contractor shall verify existing information as well as complete missing information from the inventory listings. If additional information is to be added to the BARC listings, changes to the listing will be approved by the CO or PM/COR.

5.3.3.4 The inventory and initial inspection findings shall be submitted within sixty (60) days of the NTP in electronic excel and pdf format.

5.3.4 BARC Responsibilities

5.3.4.1 The contractor shall provide the maintenance schedule developed as a part of the PWS to the BARC Generator Technicians.

5.3.4.2 The BARC Generator Technician team shall be responsible for weekly and monthly inspection requirements according to the maintenance schedule developed as part of the PWS.

5.3.4.3 A minimum of two (2) hours of instruction on implementing the developed maintenance schedule according to NFPA guidance is required.

5.3.4.3.1 The contractor shall delineate BARC responsibilities in conjunction with the contractor’s responsibilities, capabilities, and contractual obligations. Training shall include use of hardcopy and electronic NFPA 110 forms, logs, and maintenance history.

5.3.4.3.2 The contractor shall address effective communication options to ensure continuity between BARC and the contractor.

5.3.5 EPSS Maintenance, Inspection and Testing

5.3.5.1 The contractor shall perform specified manufacturer recommended inspection and preventative maintenance on eighty (80) EPSS to include associated automatic transfer switches (ATS) and manual transfer switches (MTS) across BARC. The contractor shall provide all labor, material, equipment, and transportation, including all accessories and incidentals, for the inspection and maintenance of BARC EPSS to ensure fully functional generators with associated ATS or MTS for guaranteed zero failure rates.

5.3.5.2 The contractor shall be responsible for all manufacturers specific regular and recurring preventative maintenance actions required to maintain quarterly, biannually, and annual inspections and testing in accordance with NFPA and UFC guidance and standards.

5.3.5.2.1 EPSS testing conducted underload shall be in accordance with NFPA and UFC guidance. Load banks shall be provided as part of the contract when supplemental loading is required.

5.3.5.2.2 The Contractor shall notify the government ten (10) days prior to any required biannual or annual EPSS testing to allow BARC representatives the option to conduct witness testing. Unless specifically requested, a BARC representative is not required to be present for the Contractor to conduct any EPSS testing with or without the use of a load bank.

5.3.5.2.3 Generators with exerciser clock options, shall be set to exercise per Original Equipment Manufacturer (OEM), recommended time interval, without load and only during normal weekday hours. The contractor shall log exercise times and durations in the reporting documentation at each generator and provide exercise schedule to BARC technicians or representatives.

5.3.5.2.4 Generator fuel and oil testing shall be required according to NFPA and UFC recommendations. Fuel testing results shall be provided in accordance with Section 5.4.7 and project specifications. If maintenance action is recommended as a result of the fuel and oil testing, it will be submitted to the CO as a task order under Part 2 portion of this contract unless it falls under the normal maintenance schedule requirements.

5.3.5.2.5 EPSs that do not meet this standard at the beginning of the contract period shall be inspected and inventoried according to Section 5.4.3 and a comprehensive list of repairs shall be submitted utilizing the repair Part 2 of the contract under Section 5.4. The contractor’s performance shall not be impacted by any inoperable EPSS that is not a result of contractor action.

5.3.5.3 The contractor shall reference NFPA 110 for inspection requirements. Additional required inspections can be requested at the discretion of the CO or COR. Inspections of all 80 generators shall include, as an example, but are not limited to:

· Battery and charging systems

· Belt condition

· Hose condition

· Wiring harness

· Spark plugs

· Air induction system

· Exhaust system

· Lubrication system

· Engine oil

· Air filter(s)

· Air Cleaner(s)

· Radiator and cooling system

· Start/run operations to include manual and automatic power switching operations

· Fuel delivery system

· Previously repaired items

· Power output reported in associated unit of measure (UoM) i.e., Volts, Amperes, Kilowatts, Hertz

5.3.5.4 At a minimum, Oil and Air Filters shall be changed every 500 hours or once a year (whichever comes first).

5.3.5.5 At a minimum Air Cleaners shall be inspected once every 1000 hours or annually (whichever comes first) and replaced as necessary.

5.3.5.6 At a minimum Hoses and Belts shall be inspected every 500 hours or annually (whichever comes first) and replaced as necessary.

5.3.6 ATS Maintenance, Inspection and Testing

5.3.6.1 The contractor shall be responsible for maintaining all ATSs and MTSs to full manufactures operational standards to meet both NFPA and UFC requirements.

5.3.6.2 All operational tests shall be initiated at the ATS or MTS and shall include testing of each EPSS component on which maintenance or repairs, if applicable for the test, have been performed, including the transfer of each automatic and manual transfer switch to the alternate power source, for a period of not less than 30 minutes under operating temperature according to NFPA and UFC standards.

5.3.6.3 Transfer switches shall be subjected to a maintenance, inspection and testing program that includes all of the following operations, but is not limited to: checking of connections, inspection or testing for evidence of overheating and excessive contract erosion, removal of dust and dirt, replacement of contacts when required.

5.3.6.4 Storage batteries, including electrolyte levels or battery voltage, used in connection with starting and control systems shall be inspected monthly and maintained in full compliance with manufacturer recommendations.

5.3.7 EPSS Records and Reporting

5.3.7.1 Records and reporting for all EPSs shall be in accordance with NFPA 110 Section 8.5: Records. Records shall be created and maintained for all EPSS inspections, operational tests, exercising, repairs, and modifications. The contractor shall maintain all records in conjunction with BARC generator technician reports.

5.3.7.2 A quarterly records package consisting of one (1) hardcopy package and an electronic package in PDF format shall be sent to the CO, COR, PM, USDA POCs, and technical contracts.

5.3.7.2.1 The package shall be submitted within ten (10) days of the end of the quarter being reported.

5.3.7.3 See Attachments for suggested forms, logs, maintenance history and test reports. The attached reports serve as an example format. Additional information required can be requested at the discretion of the CO or COR. Reports shall include at a minimum, but is not limited to:

· Date of inspection

· Manufacturer

· Model number

· Generator location with associated service building number

· Identification number

· Equipment hours

· Condition of items and components inspected as indicated by Good, Fair, Poor condition categories

· Itemized summary indicating any deficiencies that have been discovered or occurred within the quarter being reported

· Itemized summary indicating recommended repairs for any deficiency previously indicated

· Itemized summary indicating corrective actions taken, including parts replaced

· Testing of any repair in the time recommended by the manufacturer

5.4 BASE SERVICES, PART 2: Task Order Based Unscheduled EPSS Maintenance and Repair

5.4.1 The contractor shall provide all labor, supervision, equipment, and materials in accordance with the requirements of this contract to perform all operations in connection with unscheduled maintenance, repair and replacement items for identified and listed EPSS across BARC. The contractor shall consider solutions that may result in increased efficiency and potential cost savings for BARC.

5.4.1.1 The scope, generally, shall encompass any task not already covered in Section 5.3 to include any requested maintenance and repairs that are not already scheduled according to manufacturer preventative maintenance schedules, NFPA, or UFC. The unscheduled tasks can be identified by BARC representatives and requested through the Request for Task Order Proposal (RTOP) process outlined in the contract documents or the repair can be identified through the contractors quarterly, biannual, or annual inspections and presented to the customer as a task order proposal if necessary for continued operation, adherence to standards and code contained within the PWS, or recommended manufacturer operations not already included under regular maintenance in Section 5.4.

5.4.2 Through the use of this task order based portion of the contract, BARC will have the ability to execute a broad range of unscheduled maintenance, repair or replacement items on BARC EPSS. Task orders issued under this portion of the contract shall be as specified and will be accompanied by a specific Task Order Scope of Work (PWS). All work performed shall be in accordance with industrial and commercial codes and standards to include all standards mentioned under this PWS in Section 8.2.

5.4.2.1 The contractor shall provide repair, alteration, replacement, environmental remediation, and unscheduled maintenance services for EPSS repair. This Part 2 of the contract shall be for one (1) year, for a total of twelve (12) months as directed by the contract’s performance period. Performance shall be ordered through the issuance of individual Task Orders, through the process defined in the contract documents.

5.4.3 The contractor shall use the initial inspection outlined in Section 5.3.3 to build an itemized list of repairs needed to bring all EPSS listed to an operational status and manufacturer standards.

5.4.4 Unscheduled repairs shall remain indefinite in both delivery timeline and quantity. These actions can range from minor repair (<1-2 days task) to major repair (>4 days task). Maintenance requirements shall not be considered under this portion of the contract if the required maintenance and fall under NFPA, UFC, or manufacturer recommended actions under normally scheduled items for repair or replacement. These common unscheduled repair actions include, but is not limited to:

5.4.4.1 EPSS (Gen/ATS/MTS) battery repair/replacement

5.4.4.2 EPSS (Gen/ATS/MTS) battery charger repair/replacement

5.4.4.3 Generator fuel pump repair/replacement

5.4.4.4 Generator injector pump repair/replacement

5.4.4.5 Generator water pump repair/replacement

5.4.4.6 Generator block heater repair/replacement

5.4.4.7 Generator radiator hose repair/replacement

5.4.4.8 Generator bypass hose repair/replacement

5.4.4.9 Generator fuel line repair/replacement

5.4.4.10 Generator injector repair/replacement

5.4.4.11 Generator starter repair/replacement

5.4.4.12 Generator actuator repair/replacement

5.4.4.13 EPSS (Gen/ATS/MTS) controller battery repair/replacement

5.4.4.14 EPSS (Gen/ATS/MTS) digital module repair/replacement

5.4.4.15 EPSS (Gen/ATS/MTS) membrane panel and digital display repair/replacement

5.4.5 The government is not limited to repair/replacement items under the list above. At any time, the government can request a request for task order proposal according to specifications defined by the CO at the time of the request.

5.4.6 The contractor shall maximize efficiency of each repair visit outside of scheduled maintenance and inspections so as to benefit the government. The repair visit(s) shall include enough work to be completed in a standard eight (8) hour workday during normal working hours as defined by Section 7.2 unless specifically requested by the CO.

5.5 Contract Conclusion

5.5.1 The contractor shall demobilize within fifteen (15) days after the contract expiration. All tools, stored parts, vehicles, and any other items owned by the contractor shall be removed from BARC. Any parts, tools, and any other items purchased under this contract will remain in the procession of the U.S. Government at a location at BARC as directed by the CO.

5.5.2 The contractor shall perform systematic inspection and operational testing of all generators and ATSs covered under this contract in the presence of the Government representatives within sixty (60) days prior to contract expiration. Based upon this inspection, the contractor shall provide the Government with an itemized deficiency report. The contractor shall have thirty (30) days from the date of Government approval of this report to correct all items which are covered under the scope of this contract.

5.5.3 The contractor will return all site conditions surrounding the various EPSS locations to a clean and orderly state throughout the duration of the contract as well as perform a final site check at the conclusion of the contract period to include, but not limited to, removal of foreign debris, repair of disturbed earth due to vehicle or equipment movement and repair of damages caused by contractor activity.

6 CONTRACT OPTIONS, QUOTING AND PRICE SCHEDULE

6.1 Purpose: This contract is for one year only, with no option years.

6.2 Quote and Price Schedule

6.2.1 In order for the government to better evaluate contractors and contractors’ quotes, all quote prices must conform to one standard, quantity, size to enable a fair chance for each contractor.

6.2.2 All contractors shall quote on Part 1 of the contract which includes the scheduled preventive maintenance as specified in Section 5.3 for all EPSSs after a full review and understanding of the requirements noted in this PWS and its attachments and exhibits, performing a mandatory full day site visit to see all EPSS systems and locations. Quoting for Part 1 shall be for the annual maintenance as specified in fixed firm price or Lump Sum.

6.2.2.1 Quoted price for this section shall be fixed firm price for all EPSS systems included in the PWS and viewed during the site visit. The price shall be for base year only.

6.2.2.2 The schedule for this quote price item is included in Attachment No. 5 of the Solicitation Package as other quote schedules, and it is shown below

6.2.2.3 Immediately following award, the successful contractor shall submit a detailed breakdown for Part 1 pricing to include all details of the bottom-up estimate including all labor, labor categories, materials, equipment, hours breakdown, tests (including load bank testing), checks, … etc. to the CO and COR.

6.2.3 All contractors shall quote on Part 2 of the contract, which includes the unscheduled maintenance and repair as specified in Section 5.4. Quote pricing for this portion of the contract shall be provided in three separate schedules as described and shown below:

6.2.3.1 For all items included in Section 5.4.4. and listed in this section from 5.4.4.1 to 5.4.4.15, the contractor shall provide fully burdened pricing (including labor, materials and incidentals) for the replacement of each item listed for an EPSS system that is rated at 125 KW which represents the most prevalent system size among BARC’s EPSS systems.

6.2.3.1.1 The price schedule for this portion of the work is divided into two sections, one section (Part 2 - Price Schedule 1a - Fully Burdened Labor) is dedicated to price the fully burdened labor while the second section (Part 2 - Price Schedule 1b – Materials) is for materials only. See Attachment 5.

6.2.3.1.2 Immediately following award, the successful contractor shall submit a detailed breakdown for Part 2 pricing to include all details of the bottom-up estimate including all labor, labor categories, materials, equipment, hours breakdown, tests (including load bank testing), checks, … etc. to the CO and COR.

6.2.3.2 This pricing shall be for the base year. The price schedule is included in Attachment 5 of the Solicitation Package as other price schedules, and is shown below

6.2.3.3 As BARC has many EPSS systems with various sizes and generator ratings, for systems that are other than the above noted 125 KW, the contractor shall provide fully burdened labor rates for certain labor categories as noted on the price schedule in Attachment 5 of the Solicitation Package and shown below

6.2.3.4 For all these labor categories, the contractor shall provide the fully burdened labor rate for the base year only.

6.2.3.5 For these other than the 125 KW EPSS systems and in addition to the fully burdened labor rates noted above, the contractor shall also provide their full Overhead and Profit rate (percentage) that will be used. This price schedule is also included in Attachment 5 of the Solicitation Package and is shown below

6.2.3.6 As noted above, while explaining the various price schedules, for generators and EPSS systems that are rated other than the 125 KW or for items that are not listed in Section 5.4.4., the work will be on a task order based process where the government will submit a Request for Task Order Proposal (RTOP)

6.2.4 For all items listed in Part 2 of this contract, the work is Task Order based where the CO will submit to the contractor a Request for Task Order Proposal (RTOP) as detailed below:

6.2.4.1 For items with pricing for items identified in the price schedules above (125 KW EPSS systems and labor categories), this pricing will be used.

6.2.4.2 The Task Order Contracting Officer shall solicit a response for task requirements in written format. A Request for Task Order Proposal (RTOP) should be prepared and issued for each task order requirement in writing. The RTOP and supporting documents should clearly define the following: the requirement; instructions for completing a response to the request; additional clauses/provisions unique to the task order; period of performance; CLIN structure.

6.2.4.3 RTOP for complicated work may require further scope development by an onsite visit or the Government will provide detailed specifications. The contractor may be required to provide narrative, sketches, material catalogs cut sheets, and quantity take-take off with proposal to ensure a common understanding. Any discussions or clarifications regarding the scope definition or specification do not bind the Government, unless incorporated into the specification by amendment to the RTOP or formal modification to the task order.

6.2.4.4 The labor categories listed above in the price schedule shall be used for these RTOP. If additional labor categories are required, the contractor shall highlight those in the proposal to clearly identify them. For newly added labor categories, the government may negotiate with the contractor the prices for these labor categories.

6.2.4.5 The government also reserves the right to negotiate with the contractor the number of labor hours for each labor category and/or task to ensure that the proper number of hours are included in the contractor proposal.

6.2.4.6 The contractor shall respond within 3 calendar days after receiving receipt of RTOP by scheduling a site visit, if required by the Government. Contractor representatives shall attend a site visit if required by the Government. RTOP responses are due within 15 calendar days from receipt of issuance or as agreed upon by the Contracting Officer approval.

6.2.4.7 The proposal shall be supported by necessary documentation to indicate that adequate planning to accomplish the requirement has been made. Examples of documentation that might be reasonably expected could include, but not limited to: cover letter, cost estimate with all supporting documentation, profit and overhead, RS Means work sheets, drawings, calculations, cut sheets, specifications, schedule, mobilization, submittals, material lead times, performance, phasing, etc.

6.2.4.8 Upon receipt of the Contractor’s proposal, the Government will review the proposal for completeness and reasonableness. The Task Order Contracting Officer will arrange with the contractor to discuss the scope of all items and to negotiate any proposal aspects (cost, performance time, etc). Upon completion of task order negotiations, the Task Order Contracting Officer will issue a SF1442 Task Order to the Contractor. The Government will complete a memorandum of negotiations for the contract file.

6.2.4.9 In the event that the Government and the Contractor fail to agree (in whole or in part), on any line-item quantities, or items, a Firm-Fixed-Price task order may be issued unilaterally by the Government. The Contractor shall proceed with work, during or after performance the Contractor may seek resolution in accordance with the FAR.

6.2.4.10 If the Government and the Contractor cannot agree upon a period of performance for the Task Order, the Contracting Officer shall make the final determination of allowable work days.

6.2.4.11 If the Government and the Contractor fail to come to an agreement on a reasonable cost or schedule, it is the sole discretion of the Government that they may procure the requirement from another contract vehicle or method.

6.3 Contract Structure and Line Items

6.3.1 This contract is structured to consist of three separate line items or CLINs of work, as follows:

6.3.1.1 CLIN 0001 – for Part 1, Scheduled Maintenance – this line item will be for the items in Part 1 - Price Schedule 1 and will be based on Firm Fixed Price (FFP).

6.3.1.2 CLIN 0002 – for part 2, Unscheduled Repairs and Maintenance of the 125 KW Generators – this line item will be for items in Part 2 - Price Schedules 1a and 1b and will be awarded as Firm Fixed Price (FFP) based on the unit item prices submitted in these two price schedules.

6.3.1.3 CLIN 0003 – for Part 2, Unscheduled Repairs and Maintenance for NON-125 KW Generators – this line item will be for items in Part 2 - Price Schedule 2 and Part 2 – Price Schedule 3 and those will be based on Time and Materials (T&M) based on the prices and percentages included in these price schedules. The task orders awarded under the T&M items shall be limited to ONLY $350,000 for the life of the contract.

7 SPECIAL CONTRACT REQUIRMENTS

7.1 General

7.1.1 The contractor shall notify the CO and the COR of any existing conditions they find, which are not covered in the scope of work description, immediately upon discovery.

7.1.2 If asbestos material is encountered during the scope of this project, it shall be reported to the CO and the COR and a stop work order will be issued immediately. The contractor will cease all work activities immediately, clear the area and remediation will be the responsibility of BARC.

7.1.3 PM/COR shall be notified once (14) calendar days prior to commencing work to have a BARC utility locator verify that no underground utilities exist in the project location(s). If utilities exist that are not part of the scope of work, a BARC utility locator will mark all existing underground utilities appropriately.

7.2 Work Schedules

7.2.1 All work shall be performed during normal working hours, 7:30 a.m. - 4:00 p.m. local time, Monday through Friday, except Government holidays and emergency response requirements. If the contractor desires to conduct work outside normal duty hours or on Saturday, Sunday, or Federal holidays, a written request must be submitted to the CO and the COR at least two weeks in advance or desired work. The contractor shall allow ample time for satisfactory arrangements to be made for inspecting the work progress.

7.2.1.1 The Contractor shall notify the CO and PM/COR via email and phone call at least 72 hours before any work outside of normal working hours is scheduled to start.

7.2.2 The following are federal holidays are to be observed by the Contractor: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, 4th of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

7.2.3 Prior to the start of work under this contract, the Contractor shall submit to the CO and PM/COR a comprehensive work schedule to include inspections, maintenance visits, load bank testing schedule, etc. The work schedule must identify timeline, equipment needed, and specific task for the requirement and locations at BARC according to the maintenance schedule developed.

7.2.4 All…