Attachment 2 - Performance Work Statement.pdf

PWS FOR FACILITIES MAINTENANCE

AT USMMA, KINGS POINT, NY

PERFORMANCE WORK STATEMENT

FOR

FACILITIES MAINTENANCE SERVICES

April 13, 2022

Contents

1. INTRODUCTION

2. BACKGROUND

2.1. BACKGROUND INFORMATION/LOCATION

2.2. PHYSICAL DESCRIPTION

3. SCOPE

3.1. NORMAL WORKING HOURS

3.2. WORK COORDINATION IN SPECIAL AREAS

3.3. PHYSICAL SECURITY

3.4. KEY CONTROL

3.5. ENERGY AND UTILITIES CONSERVATION PROGRAMS

3.6. EQUIPMENT WARRANTIES

3.7. ENVIRONMENTAL PROGRAM

3.8. INSPECTION BY REGULATORY AGENCIES

3.9. SAFETY REQUIREMENTS AND REPORTS

3.10. TRANSITION/PHASE-OUT OF CONTRACTOR OPERATIONS

3.11. REQUIRED PLANS

3.12. PERMITS AND LICENSES

4. APPLICABLE REFERENCES AND TECHNICAL DATA

4.1. GENERAL

5. TASKS

5.1. GENERAL TASKS

5.2. REWORK

5.3. WORK CONTROL

5.4. JOB COST PROPOSALS

5.5. RECORDS AND REPORTS

5.6. INSTALLED BUILDING EQUIPMENT REPLACEMENT

5.7. DIGGING OPERATIONS

5.8. WORK COORDINATION

5.9. CONTRACTOR OFFICE

5.10. OPERATION, MAINTENANCE AND REPAIR OF ELECTRICAL SYSTEMS

5.11. OPERATION, MAINTENANCE AND REPAIR OF HEATING SYSTEMS

5.12. OPERATION, MAINTENANCE AND REPAIR OF WATER DISTRIBUTION SYSTEMS

5.13. OPERATION, MAINTENANCE AND REPAIR OF STORM AND SEWAGE SYSTEMS 49

5.14. MAINTENANCE AND REPAIR OF BUILDINGS AND STRUCTURES

5.15. OPERATION, MAINTENANCE AND REPAIR OF AIR CONDITIONING AND

REFRIGERATION AND AIR CONDITIONING PLANTS AND SYSTEMS

5.16. SURFACED AREAS MAINTENANCE

5.17. FIRE PROTECTION SYSTEMS MAINTENANCE AND FIRE PREVENTION SERVICES

6. DELIVERABLES

7. GENERAL

7.1. PERSONNEL

7.2. STAFFING

7.3. QUALIFICATIONS/CERTIFICATIONS

7.4. VEHICLE REGISTRATION/IDENTIFICATION

8. QUALITY CONTROL PLAN (QCP)

8.1. QCP

8.2. QUALITY CONTROL FILES

8.3. QUALITY CONTROL REPORTS

8.4. QUALITY ASSURANCE

8.5. MAINTENANCE STATUS MEETINGS

QPMR 77

9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

9.1. QASP

9.2. REWORK

10. GOVERNMENT FURNISHED AND CONTRACTOR FURNISHED EQUIPMENT/FACILITY

10.1. GOVERNMENT FURNISHED PROPERTY AND SERVICES

10.2. SERVICES

10.3. GOVERNMENT FURNISHED PROPERTY CONTROL SYSTEM

10.4. CONTRACTOR FURNISHED ITEMS

1. INTRODUCTION

It is the intent of the Government to award a facilities and systems maintenance contract that will complement Government-provided maintenance. The Contractor shall provide all services, materials, supplies, plant supervision, labor and equipment, except as specified as Government-furnished, develop a written preventative maintenance program, and to operate, maintain, repair, and improve real property facilities and equipment, and provide services as specified, in strict accordance with all terms, conditions and drawings contained herein and incorporated by reference. These services shall be performed in accordance with applicable National Codes, New York State Building Code, Technical Manuals, Publications, manufacturer’s recommendations, and federal, state, and local laws. The contractor shall perform all work in accordance with all health and safety protocols applicable at the federal, state, and local levels.

The Contractor shall provide management, supervision, labor, transportation, materials, equipment, and supplies, and be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the U.S. Merchant Marine Academy (USMMA or Academy) located at 300 Steamboat Road, Kings Point, NY 11024. The Contractor shall plan, schedule, coordinate, and ensure effective and economical completion of actions required to perform the operation, maintenance, repairs, and miscellaneous utility work.

2. BACKGROUND

This requirement stems from various federal, environmental, safety and health regulations, which require that federal buildings and property be maintained in a manner that ensures the safety and health of federal employees and members of the public. This Performance Work Statement (PWS) shall be the basis for determining and estimating all labor, manpower, materials, and services necessary to develop a system and perform USMMA Public Works preventive maintenance requirements and responsibilities.

2.1. BACKGROUND INFORMATION/LOCATION

Work shall be performed at the Academy.

2.2. PHYSICAL DESCRIPTION

2.2.1. ACREAGE: The USMMA consists of approximately 82 acres.

2.2.2. BUILDINGS AND STRUCTURES: The USMMA has 44 buildings plus associated structures with about 1 million in gross square footage. Types of occupancy and usage include dormitories, classrooms, office buildings, warehouses, industrial shops, and recreation facilities.

2.2.3. ELECTRICAL GENERATION EQUIPMENT: The USMMA has permanent emergency generation equipment, with diesel and natural gas fuel generators varying in size from 35KW to 750KW. Diesel storage is provided by subbase, underground, and above ground storage tanks.

2.2.4. ELECTRICAL SYSTEMS: Normal electrical power is purchased by the USMMA from Public Service Enterprise Group Long Island New York (PSEGLINY). The majority of the campus power distribution system, including switch gear, was renovated in 2019. There are two main 13,200-volt electrical feeds to the main switchgear. The high voltage primary feeders are routed via four main loops underground to building transformers. The secondary electrical distribution feeds the main building switchgear.

2.2.5. NATURAL GAS: Natural gas is utilized in the heating, hot water systems, electrical generation, educational functions, and other uses throughout the Academy. Gas service is received from National Grid US via commercial line distribution system.

2.2.6. HEATING SYSTEMS: Individual buildings are heated by separate heating plants, by a main steam boiler plant located in Delano Hall, a supporting steam plant in O’Hara Hall, and a hydronic water plant in Fulton Hall. The Delano and O’Hara heating plants utilize natural gas and diesel fuel. The barracks are heated by geothermal heat pumps and steam coils in the make-up air units.

2.2.7. WATER DISTRIBUTION SYSTEMS: Potable water is purchased from the Great Neck North Water Authority (GNNWA). The main water supply to the USMMA is via one 8-inch line off Steamboat Road and one 6 inch off Grenwolde, with over 8,400 linear feet of major lines on campus. Both feeds have multiple devices for health and sanitary purposes requiring testing and servicing. Other structures and buildings receive potable water from the GNNWA through other sources. No known potable well systems are in operation.

2.2.8. SEWAGE DISPOSAL: Raw sewage is processed for disposal by the Great Neck

Water Pollution Control District (GNWPCD) through its sewage treatment plant for which payment is made by the USMMA. The campus gravity sewer system is approximately 7,300 linear feet and is routed to one main sewage lift station located on the Academy grounds. The lift station pump discharge is connected to the District’s municipal sewage system. Several buildings including Samuels, Melville, Tomb Field House and Yocum have individual sewage ejector pumps that discharge into the campus gravity system. Some structures and buildings discharge sewage directly to GNWPCD pipes. Ships located pier side discharge waste via lift and ejector pumps requiring servicing and maintenance. The Museum is connected to a cesspool.

2.2.9. ROADS AND GROUNDS: The 82 acres on the USMMA includes 2 turf athletic fields, synthetic running track, numerous landscaped areas, and approximately 196,000 SF of paved areas (roads, parking lots, sidewalks, etc.).

2.2.10. AIR CONDITIONING AND REFRIGERATION: The Academy has two centralized chiller plants, independent air-cooled chillers, and independent air conditioning units.

The barracks are cooled by geothermal heat pumps. Window units are also present in structures and quarters. Institutional walk in refrigeration units are present and multiple systems are in operation that are water and air cooled.

3. SCOPE

The Contractor’s responsibility shall include all personnel planning, programming, administration, and management services and supplies necessary to provide all services as specified. The work shall be conducted in strict accordance with the contract and all applicable federal, state, and local laws, regulations, codes, or directives including those documents listed in Paragraph 4, Applicable References and Technical Data.

The Contractor shall perform all related contractor administration services necessary to perform the work, such as supply, quality control, financial control, and maintenance of accurate and complete records, files, and libraries of documents to include federal, state, and local regulations, codes, laws, technical manuals, and manufacturer’s instructions and recommendations, which are necessary and related to the functions being performed. The contractor shall coordinate maintenance periods and task orders with the CO and Department of Public Works (DPW). The Contractor shall provide related services such as formatting data for automated system inputs and database maintenance, preparing and providing required reports, compiling historical data, performing administrative work, and submitting necessary information as specified.

Tasks shall be performed in such a manner as to conform to the standards specified or referenced in this contract. Quality of work shall meet manufacturer's specifications, applicable documents as listed in Paragraph 4 Applicable References and Technical Data, and the Quality Control Plan. Contractor shall not provide or conduct repairs that are inconsistent with the manufacturer’s technical manual for repair or replacement. Repairs using a foreign material or substance that is unassociated with a specific system or machinery is prohibited, i.e. JB weld or synthon-glass patch, etc., unless directed by the Contracting Officer Representative (COR) in writing for conducting emergency repairs to maintain facilities operations until necessary services can be accomplished.

The following task list was generated for this effort to provide facilities maintenance:

• Electrical Systems

• Heating Plants and Heating Systems.

• Geothermal Systems.

• Water Distribution Systems

• Sewage Plants and Sewage Systems

• Chiller Plants, Air Conditioning and Refrigeration Plants and Systems.

• Cooling Towers.

• Buildings and Structures

• Surfaced Area Maintenance

• Gutter and roof cleaning, including maintenance of these systems.

• Fire Protection Systems and Fire Preventions Services

• General corrective maintenance for standard facilities issues (light bulb changes, leaking plumbing, etc.)

The following areas of responsibility are currently attended to by existing Government Contractors:

• Pest control and extermination with termite monitoring.

• Institutional food service operations provided for the students to include breakfast, lunch, dinner, brunch, holiday meals, travel meals, and sick meals.

• Medical care for students.

• Bulk diesel fuel.

• Motor vehicles.

• Facilities security guard services.

• Grounds maintenance including lawn, hedge, flower, bush, and basic tree care, snow removal from roads (excluding Steamboat and Elmridge Rds), pathways, sidewalks, and parking lots, basic vegetation planting and removal, greenhouse operation, leaf collection and removal, basic vegetation storm damage removal.

• Vending machine installation, provisioning, selection, servicing, and removal.

• Daily rubbish removal to include garbage, recyclables, yard waste, metal waste, dumpster services.

• General janitorial services such as office and common area cleaning, bathroom cleaning, interior debris disposal to dumpsters provided by others, interior flood cleanup, periodic floor waxing, basic event cleanup, building entrance snow removal, and light furniture relocation or adjusting.

• Air conditioning service to include Jones and Barry dormitory heat pump system servicing, partial chiller plant servicing chiller #4 in Bowditch. This represents only a portion of the existing equipment. The Contractor should thoroughly investigate the division of responsibility and propose a plan to the Government that ensure successful division of responsibility and continuity of operations and air conditioning services.

• Standby fixed (emergency) generator maintenance.

• Elevator maintenance for eleven (11) elevators.

• Fire extinguisher servicing.

• Garage door maintenance.

• Grooming of artificial athletic fields.

• Stand-alone personnel water dispensing systems. These systems dispense chilled, heated, temperate, or some combination of potable water for personnel use.

• Paving repair.

• Air compressor maintenance.

The Contractor shall coordinate with existing and future USG contractors to ensure all required supplies and services of this PWS are received and provided. The areas covered by the other USG contractors must be understood and considered while planning for complete PWS coverage. Any challenges arising between the Contractor and other USG contractors that require external resolution will be presented to the COR, PWS CO, and contractor COs for resolution.

As existing contracts listed above expire, the Government reserves the right to incorporate these functions.

3.1. NORMAL WORKING HOURS

3.1.1. Unless otherwise specified in this PWS, the Contractor shall accomplish routine inspection, overhaul, maintenance and repair work, during normal working hours, which are 7:00 A.M. to 4:00 P.M, Monday through Friday excluding Federal holidays and any other days specifically designated by the Contracting Officer (CO) or Contracting Officer Representative (COR). The Contractor shall ensure that contractor employees are accountable for specified work hours. If the Contractor and employees fail to adhere to those specified work hours, the Contractor will be notified of the deficiency in writing with a Contract Discrepancy Report (CDR) and a copy will be provided to the CO. All emergency work shall be accomplished whenever required in accordance with Paragraph 5.1.6.1, Priority 1 – Emergency. Any work that will cause a disruption of utility service or otherwise make a facility unusable by or unavailable to its occupants, may, at the COR’s direction, be performed outside of normal working hours.

3.1.2. The Contractor shall operate under a 24-hour-a-day, 7-day-per-week schedule wherever indicated in this statement of work. DPW will be the first response in an emergency. DPW and the COR will make the determination if it would be beneficial to bring in the Contractor. The Contractor’s Project Manager (PM), or individual(s) designated to act for the Project Manager, shall be available to be reached within 15 minutes, 24 hours per day, 7 days per week, to respond to emergency situations in accordance with Paragraph 5.1.6.7, RESPONSE AND COMPLETION. The Contractor shall leave phone numbers of these emergency response personnel with the COR. They shall be available, in accordance with Paragraph 7.1.1, Project Manager, to assist in rectifying emergency situations, if necessary.

3.1.3. HOLIDAYS:

The days specified below are Federal holidays.

New Year’s Day 1st Day of January Martin Luther King, Jr’s Birthday 3rd Monday of January President’s Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th of June Independence Day 4th of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veteran’s Day 11th of November Thanksgiving Day 4th Thursday of November Christmas Day 25th of December

Designated holidays falling on Saturdays shall be observed on the previous Friday.

Designated holidays falling on Sundays shall be observed on the following Monday or as by governable law. The academic calendar lists breaks or holidays for students or faculty which are not applicable to contractors.

3.2. WORK COORDINATION IN SPECIAL AREAS

3.2.1. FACILITY CLOSURES: The Contractor must request permission from the COR to close any facility or secure any system with 5 days’ notice for work to be performed.

Responsibility for coordinating access to closed facilities with the COR resides with the Contractor as set forth in Paragraph 5.8, Work Coordination.

3.2.2. Except as otherwise specified in Paragraph 3.1.2, routine work shall not be scheduled on Federal holidays. When a service is required less than three times per week and the schedule for that work falls on a holiday, the work shall be accomplished on the regular work day following or preceding the holiday. Only the COR is authorized to make exceptions.

3.2.3. OCCUPIED AREAS: Government personnel will be working in occupied areas during working hours. The Contractor service or maintenance work shall not, as determined by the CO, unduly interfere with Government work in the area. In the event the Dierctor of Public Works so requests, the Contractor shall temporarily cease work in the area and immediately report the instructions, to include name of the Government person involved, to the COR for resolution. Work in occupied areas may need to be accomplished after normal business hours or weekends.

3.2.4. GOVERNMENT QUARTERS: Contractor shall remain responsible for maintaining Government quarters that reside within the campus. These quarters identified separately are maintained through a separate line of accounting. Accordingly, while the contractor shall be responsible for maintaining these facilities as outlined within this document, the work orders for these facilities will be managed separately and in accordance with a separate line of accounting. The Contractor shall be responsible for maintaining a delineation on supplies, material and labor used to maintain and repair facilities.

3.3. PHYSICAL SECURITY

The Contractor shall ensure the physical security of all assigned buildings, facilities, accountable and non-accountable property, expendables, consumables, equipment, and inventory furnished by the Government for the performance of this work. The Contractor shall not allow entry to any area by any person other than Government officials, and Contractor employees who are performing authorized work. Coordination for access to buildings for other personnel not working under this contract shall be coordinated through the COR with the Office of Public Safety at USMMA.

3.4. KEY CONTROL

The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the USMMA are not lost, misplaced, or used by unauthorized persons. No keys issued to the Contractor by the USMMA shall be duplicated unless specifically authorized by the COR. The Contractor’s key control procedures shall be included in the security plan.

3.4.1. The Contractor shall report the occurrence of a lost key immediately to the COR, or, after normal working hours, to the Department of Public Safety.

3.4.2. The Contractor may be required to replace, re-key, or reimburse the Government for replacement of locks or re-keying as a result of the Contractor losing keys. In the event a master key is lost or duplicated, the Government may replace all locks and keys for that system and the total cost deducted from the monthly payment due the Contractor.

3.4.3. It is the responsibility of the Contractor to prohibit the use of keys issued by the

USMMA by any persons other than the Contractor’s authorized employees or authorized Government personnel. The Contractor shall not open locked areas to permit the entrance of unauthorized persons.

3.4.4. The Contractor shall provide key inventories when directed by the COR. Two copies of the inventory shall be given to the COR within 2 working days of the date the inventory is ordered. This requirement occurs approximately once per year.

3.4.5. The Contractor shall not attempt to open the doors of personal vehicles that have had their keys locked inside them. On GSA and Government vehicles, the use of the

Contractor’s services to open a locked vehicle door will be at the discretion of the Vehicle Manager.

3.5. ENERGY AND UTILITIES CONSERVATION PROGRAMS

3.5.1. ENERGY CONSERVATION: The Contractor shall become familiar with energy conservation measures under the current energy savings performance contract (ESPC).

The contractor shall participate in the USMMA’s energy conservation activities. The Contractor shall evaluate and recommend measures that can be taken to:

• Reduce general operating costs.

• Minimize energy losses.

• Add insulation or make other changes for savings.

• Use load shedding devices to promote energy savings.

3.5.2. The Contractor shall utilize all energy saving measures available. For example, the

Contractor shall:

• Train personnel to conserve energy by turning off unneeded equipment.

• Allow only authorized persons to adjust the controls for heating, ventilation, and air conditioning systems. The ESPC contractor will be responsible for adjusting control set points and equipment operation schedules as part of their contract.

• Ensure correct temperature settings.

• Recommend use of energy-efficient materials and equipment.

3.5.3. The Contractor shall instruct Contractor employees in utilities conservation practices and require them to operate under conditions that preclude waste of Government-furnished utilities. The Contractor’s instructions and programs shall include, but not be limited to, the following:

• Using installed lights only in areas where work is actually being performed.

• Turning off water faucets, valves, and equipment after required usage.

3.6. EQUIPMENT WARRANTIES

3.6.1. The Contractor shall protect all warranties by fully complying with provisions and restrictions of warranties. The Contractor shall exercise all existing manufacturer’s commercial warranties on Government equipment. The Contractor shall report to the COR any difficulty in exercising manufacturer warranties and request assistance as necessary. Copies of current existing warranties will be provided to the Contractor by the Government prior to contract start date.

3.6.2. The Contractor shall maintain a file of the original warranties on new equipment installed. This file shall be turned over to the Government upon the completion or termination of the contract. All warranties shall be made out to the Government.

3.6.3. Equipment installed by the Contractor that fails within a warranty period due to Contractor’s poor workmanship, or by not following manufacturer’s installation, operation, or maintenance instructions, shall be replaced, or repaired at the Contractor’s expense. The CO will make this determination.

3.6.4. WARRANTED EQUIPMENT: Warranted equipment and component parts thereof, other than equipment or parts installed under this contract, shall not be repaired, removed or replaced while under warranty of the manufacturer or the installer; all defects in workmanship or materials, defective parts or improper installation found by the Contractor shall be reported to the CO so that necessary action can be taken. The Contractor is responsible for knowledge of the equipment and components that are covered by original warranty and the duration of the warranty. The necessary information will be available by means of the instruction books and other documents to be provided by the Government prior to the contract start date.

3.7. ENVIRONMENTAL PROGRAM

3.7.1. REGULATIONS/LAWS: The Contractor shall comply with all federal, state, and local laws, regulations, and standards regarding environmental protection. The Government on a no-notice basis may inspect any of the Government facilities operated by the Contractor.

3.7.2. VIOLATIONS/CITATIONS: Violations or citations of Contractor-operated Government facilities for noncompliance with environmental regulations are a matter for resolution between the Contractor and the issuing local, state, and/or federal regulatory authorities. The Contractor shall pay any fines, penalties or charges associated with violations or citations issued by federal, state, or local regulatory authorities for noncompliance with environmental standards. The Contractor shall notify the COR of any regulatory visits.

3.7.3. SPILLS: For any oil or hazardous materials spills caused by or resulting from the

Contractor’s action or inaction, the Contractor shall provide all necessary manpower, equipment and material to respond, contain, cleanup and report as required by federal, state, and local laws, regulations, standards and plans referenced in Paragraph 4, Applicable References and Technical Data. The Contractor or a designated representative shall immediately notify the COR, the Department of Public Safety, and the CO should a spill occur.

3.8. INSPECTION BY REGULATORY AGENCIES

The Contractor shall notify the COR immediately of any inspection visit, planned or actual, by an agent or agents of any Government regulatory agency. If USMMA is aware of an inspector involving areas covered under the contract, the CO or COR will notify the contractor. The CO will issue instructions as to how to proceed in cooperating with the inspector. The Contractor shall submit a written report to the CO, by close of business of the next working day following completion of the inspection/visit, to include the names, identification numbers, agency of the inspectors and the reason for the visit. Additionally, detailed contact information for personnel from these agencies shall be provided to USMMA. A copy of any report received, and samples collected, if provided, shall be included. A statement signed by the inspector validating their authenticity shall accompany samples.

3.9. SAFETY REQUIREMENTS AND REPORTS

All work shall be conducted in a safe manner and shall comply with applicable OSHA requirements. If the Contractor fails or refuses to comply promptly with safety requirements, the CO or COR may issue an order stopping all or part of the work until satisfactory corrective action has been taken.

3.9.1. ACCIDENT, FIRE AND DAMAGE REPORTS: The Contractor shall maintain a record of property damage, accidents, and fires and shall report damage, fires, or accidents to the COR/CO.

3.9.2. CONTRACTOR SAFETY PLAN: The Contractor shall develop and submit a Contractor Safety Plan in accordance with Paragraph 3.11.3, Safety Plan. Prior to the commencement of work, the Contractor shall meet in conference with the CO and the COR to discuss and develop mutual understandings relative to the administration of the Safety Program. The Contractor’s personnel shall at all times wear or use proper personal safety clothing or equipment appropriate to the work being done.

3.9.3. HAZARDOUS MATERIAL: The Contractor is solely responsible for Contractor-owned or generated hazardous material. This includes any hazardous materials encountered while performing maintenance and repairs specified herein. If hazardous materials are utilized or encountered, the Contractor shall notify the COR and handle the materials in accordance with Paragraphs 3.9.3.1. through 3.9.3.4. below. The Contractor Safety Plan required by Paragraph 3.11.3 shall contain a section specifically addressing hazardous materials. The Contractor shall request authority from the COR in writing 24 hours prior to making final arrangements to transport any flammable, explosive, or noxious materials onto USMMA. The written submission shall include the appropriate Material Safety Data Sheets (MSDSs).

3.9.3.1. HAZARDOUS MATERIALS MANAGER: The Contractor shall designate one person in writing to manage all HAZMAT.

3.9.3.2. HANDLING HAZARDOUS MATERIAL: The Contractor shall adhere to all safety requirements as specified by federal, state, and local laws, and EPA and OSHA regulations pertaining to the handling of hazardous material. The Contractor shall provide all necessary training, materials, and equipment for personnel handling hazardous materials.

3.9.3.3. ASBESTOS: Asbestos is widely present at USMMA and known instances will be identified to the Contractor. Should new instances of asbestos be discovered, the Contractor shall verbally notify the COR within one hour of discovery of asbestos containing materials and follow-up with written notification within 24 hours. The Government will then determine the best course of action.

3.9.3.4. LEAD: Lead paint is widely present at USMMA and known instances will be identified to the Contractor. Should new instances of lead paint be discovered, the Contractor shall verbally notify the COR within one hour of discovery of lead containing materials and follow-up with written notification within 24 hours. Contractor shall promptly report it to the COR. The Government will then determine the best course of action.

3.9.3.5. DISPOSAL: Hazardous wastes and empty hazardous material containers generated in performance of the contract shall be handled and disposed of by the Contractor in accordance with federal, state, and local law. Asbestos waste, scrap, debris, bags, containers, equipment, and asbestos contaminated clothing consigned for disposal shall be collected and disposed of in sealed impermeable bags, or other closed impermeable containers, as required by applicable federal, state, and local laws and regulations.

3.10. TRANSITION/PHASE-OUT OF CONTRACTOR OPERATIONS

3.10.1. GENERAL: The Contractor shall be responsible for all operations required by this contract as of the contract start date.

3.10.2. TRANSITION PERIOD: During the 30 calendar days immediately prior to the contract start date, Contractor personnel may observe any operations of the Government upon written request and coordinated with the USMMA to include office functions, procedures and operations; repair and maintenance operations; and any other operations as deemed necessary by the successor Contractor that will enable their personnel to become both knowledgeable in, and familiar with, their assigned areas of responsibility. The Government shall fully cooperate with the Contractor so as not to interfere with operations or duty responsibilities.

3.10.3. PHASE-OUT: During the 30-calendar day period immediately prior to the end of this contract the Government shall permit the successor Contractor employees to observe and become familiar with any and all operations under this contract. The Government shall not defer any needed repairs or maintenance for the purpose of avoiding responsibility to the successor Contractor. The Government shall fully cooperate with the successor Contractor so as not to interfere with their work or duties. The Contractor shall develop a Phase-out Plan to ensure a smooth and orderly transfer of responsibilities to a succeeding Contractor. This plan shall be submitted to the CO for approval 60 days prior to performance period completion. The plan shall fully describe how the Contractor shall, at a minimum, approach the following issues:

• Turnover and assumption of work-in-progress.

• Property inventories, data and information transfers and any other actions required to ensure continuity of operations.

• Joint inventory by the Contractor and the Government.

• Reconciliation of all property accounts, requisitions, turn-in of excess property, clean-up of Contractor work areas, specialized equipment and utilities.

• Other pertinent information relative to Contractor transition issues.

3.11. REQUIRED PLANS

The Contractor shall submit the following plans with their proposal. All plans must include, but are not limited to, the sections indicated below. The Contractor shall update and resubmit these plans annually, or as directed by the COR/CO.

3.11.1. HURRICANE PLAN: The Contractor shall supplement the Campus Hurricane Plan and provide support during pre-hurricane season preparation and any checklist exercises that may be requested prior to the start of Hurricane Season. The support requires, but is not limited to function testing of generators, the boarding up of any or all building windows and may include the necessary materials to ensure this is accomplished. This request will be considered standing work and considered an annual requirement. The Waterfront Department normally performs the relocation of small watercraft and other equipment particularly susceptible to hurricane effects.

The Contractor shall ensure that all loose gear, equipment, and machinery is secured prior to departure of the Contractor employees or as directed by COR or the CO.

Other actions reasonably required to ensure the safety of life, such as securing hatches and access panels, and the protection of property, such as removal of equipment from flood zones, will be performed by the Contractor in coordination with the COR.

3.11.2. SECURITY PLANS:

3.11.2.1. Procedures for providing Local Background Checks and other security clearances. These shall be coordinated with the USMMA HR Department.

3.11.2.2. Security Procedures as detailed in Section 3.3.

3.11.2.3. Key Control Plan as detailed in Section 3.4

3.11.3. SAFETY PLAN: The Contractor shall develop a comprehensive Safety Plan. The Contractor’s safety plan shall comply with all federal, state, and local laws and codes, including OSHA and regulations set forth in 29 CFR 1910 and 29 CFR 1926. Prior to commencing work, the Contractor shall meet with the COR to discuss approaches and procedures relative to the administration of an effective safety plan. The Contractor shall ensure that all work performed complies with all applicable federal, state, local and installation safety standards, and requirements. The Government reserves the right to inspect for safety compliance standards and requirements at any time. As a minimum, the Contractor’s Safety Program shall address all applicable elements of Appendix A of EM 385-1-1 and the following:

• Proposed compliance measures for all federal, state, local and installation safety codes, regulations, and directives.

• List of Designated Contractor Safety Monitors/Representatives.

• Safety Indoctrination and Recurring Training.

• Safety Inspections, Reports and Control of Hazards.

• General Housekeeping and Cleanup Requirements.

• Protection of Employees: Employees, Contractors, Government and

Public.

• Hazardous Material Storage and Handling Procedures.

• Protective Clothing and Equipment Requirements (Types and Uses).

• Tools and Equipment - Equipment upkeep requirements, operator qualifications.

• Existing hazards and precautionary measures.

• Motor Vehicle Operation (seat belt use, prohibited cell phone use while operating a vehicle/machinery, proper tire treading, general safety related maintenance requirements, etc.).

• Specific Control of Occupational Hazards (e.g., Employee exposure to chemicals (solvents, pesticides/herbicides etc.), airborne hazards, (asbestos, dust, petroleum vapors etc.), climatic conditions (exposure, lightening, sun/wind burn, etc.).

• Respiratory Protection procedures.

• Emergency Response procedures.

• Fire Prevention procedures and equipment.

• Medical and First Aid equipment and training.

• Severe weather procedures.

• Electrical safety training and procedures.

• Hazard communication plan.

3.11.4. FACILITIES MAINTENANCE PLAN:

3.11.4.1. Preventive Maintenance Plan including Systems Cleaning and Protection. This plan should address all major systems and areas. The failure to properly execute preventive maintenance on government property which results in corrective maintenance will be the fiscal responsibility of the Contractor.

Excess preventive maintenance will also be the fiscal responsibility of the Contractor.

3.11.4.2. Corrective Maintenance Procedures. Corrective maintenance may be necessary to restore equipment to operating specifications. This is not meant to be a detailed description of every action that may be required to correct a defect but rather an approach to provide the Government with the best value to the taxpayer and reasonable consideration to maintenance entities.

3.11.4.3. Emergency Response Procedures. Students and some staff reside on the campus so there is never a time when there is no occupancy. The procedures must address the various times of day and the academic calendar when describing Contractor proposed actions.

3.11.4.4. Winterization Plans and Procedures for All Outdoor and Exposed Equipment.

3.11.4.5. Annual Work Plan for Level One Standing Work Requirements.

3.11.4.6. Additional Preventive Maintenance. The Contractor will expand the Preventive Maintenance Plan when current preventive maintenance contracts (such as those for garage doors or generators) expire and that equipment then becomes the responsibility of the Contractor.

3.11.5. QUALITY CONTROL PLAN (see Paragraph 8.1)

3.12. PERMITS AND LICENSES

The Contractor shall obtain all appointments, licenses, and permits, and insurance required for performance of work and for complying with all applicable federal, state, and local laws.

Evidence of such permits and licenses shall be provided to the CO before commencing work.

4. APPLICABLE REFERENCES AND TECHNICAL DATA

4.1. GENERAL

The Government will furnish, or make available for Contractor use, all USMMA specific documents described below. The Contractor is responsible for obtaining all other reference documents, as they are required for performance of this contract. All Federal laws, codes, directives, and instructions shall be considered mandatory as applicable to the service or function to be performed. Supplements or amendments to mandatory publications shall be considered mandatory as applicable to the service or function to be performed. Supplements or amendments to mandatory publications shall be considered to be in full force and effect upon publication. The Contractor is obligated to follow and adhere to the documents listed below. If these references or technical data provide multiple options to conduct the specified test, maintenance, or repair, etc., the COR will decide the option to be utilized.

5. TASKS

5.1. GENERAL TASKS

The Contractor shall perform the general tasks specified in Paragraphs 5.1 through 5.19 below.

The Contractor shall provide all services and management required to perform the work described and meet all performance standards as specified. Where publications containing standards are advisory in nature, acceptance of the work shall be based on the reasonable and logical judgment of the CO using the standards as guidance. The CO may also use improvements in currently generally accepted procedures in such determinations. The Contractor shall be aware of improvements in currently generally accepted procedures for all functions covered under the contract.

5.1.1. TYPES OF WORK: There are three generic types of work.

5.1.1.1. STANDING WORK: The Contractor is responsible for performing all standing work in accordance with the contract specifications and Contractor prepared schedules approved by the CO. This is also commonly called Preventive Maintenance. It is the daily or routine efforts required to maintain facilities and equipment in proper order and operation. It also includes the daily processes and procedures to ensure required, expected, or anticipated functions to occur, continue, or terminate. Standing work includes, but is not limited to, preventive maintenance, grounds and surfaced areas maintenance, trash collection and disposal. Back-logged work orders will be addressed on a case by case basis as determined by DPW management. Standing work is specified in Paragraphs

5.10 through 5.19. Any discrepancies noted while performing Preventive Maintenance shall be reported in accordance with Paragraph 5.1.1.3., Contractor Identified Work, unless the required repair is Standing Work.

5.1.1.2. SERVICE WORK: The Contractor is responsible for providing Job Cost Proposals, upon request, for all Work Level Two work in accordance with

Paragraph 5.4, Job Cost Proposals, and for performing all Work Level Two Job Orders in accordance with the accepted Job Cost Proposals and these contract specifications. The Contractor is also responsible for providing Job Cost Proposals, upon request, for all Work Level Three work in accordance with Paragraph 5.4, Job Cost Proposals, and for performing all Work Level Three Job Orders in accordance with the accepted Job Cost Proposals and these contract specifications. NOTE: Emergency work may be ordered verbally by the COR in accordance with Paragraph 5.1.6.1, Priority 1 - Emergency. Service work is defined as work not covered by maintenance, repair, or other parts of this contract.

5.1.1.3. CONTRACTOR IDENTIFIED WORK: The Contractor and employees are fully responsible for reporting all Contractor Identified Work to the COR within 3 working days of discovery. On the daily Quality Control Report, the Contractor shall submit a Work Order request for all Contractor Identified Work. The COR will review the electronic Work Request and may assign a priority and issue a Work Order to the Contractor. If contractor fails to notify COR within 3 working days and identified work becomes a Work Level Three, because of the delay in notification, the Contractor will be held financially accountable for all associated costs to repair or replace. For Work Level Three jobs, the Contractor shall submit a Job Cost Proposal. The CO or his designated representative will review the Job Cost Proposal and, if accepted, will issue a Job Order to the Contractor with a Required Delivery Date (RDD).

5.1.2. LEVELS OF WORK:

5.1.2.1. WORK LEVEL ONE: The Contractor shall maintain the facilities, structures, equipment, and other items specified in the contract in proper working order.

This level of work is the Contractor’s responsibility under the firm fixed-price portion of the contract. This work includes all Standing Work (e.g., grounds maintenance, trash collection, preventive and routine maintenance for all buildings and buildings systems included in this statement of work, fire suppression system, life safety systems. and other scheduled maintenance). The Contractor is responsible for preventive maintenance on new equipment that was not present during the initial award of the contract during the warranty period or until it is added to the contract, but not to exceed one year from date of install.

Identical equipment replacing existing equipment would be considered as having been included in the original contract. The COR may issue Work Level Two orders for preventive maintenance on new equipment, to keep the equipment in proper condition until such time as the contract can be modified, provided that the work does not exceed the Work Level Two thresholds as established in Paragraph 5.1.2.2., Work Level Two. The contractor shall maintain an itemized list of hours and cost materials associated with each specific craft for up to three years and provided to the COR upon request for the documentation of historical data. Each preventive maintenance occurrence will be considered a new work order. (i.e. monthly preventive maintenance on a new piece of equipment will require a new work order each month.) Any modifications to reflect new equipment will normally be made at the start of each option year. This level of work includes proper operation, appearance, designed efficiency, resource use, and interoperability. Equipment, structures, and facilities operating inefficiently, improperly, or until failure, such as single pass hydronic fluid, a single operable access door to a multi access building, or a temporarily shored facility, would all be examples of unacceptable working orders.

5.1.2.2. WORK LEVEL TWO: This level of work may be assigned to the Contractor at the government’s request. This work includes any service work that does not exceed total two thousand dollars ($2,000). Government-furnished property (i.e.

carpet, machinery, stock items, etc.) supplied will not contribute to direct material costs. Direct materials costs include all direct costs for parts, supplies, installed equipment, components, appliances, and fixtures and other materials required to complete the job or to maintain current level of operations during repairs. Freight and sales tax may be included in direct material costs. Direct materials costs do not include any indirect or overhead costs. The Contractor is responsible for completing all service work requirements in Paragraphs 5.10 through 5.19 on all Government owned facilities and equipment on the campus.

This includes facilities and/or equipment not specifically described in the contract. The work orders completed under this level of work shall be inspected by the Contractors Quality Assurance Evaluator (QAE) for quality control, in accordance with the manufacturer’s technical manual. After evaluation by QAE, a copy of the completed work order shall be entered into the maintenance management system to include labor and parts.

5.1.2.3. WORK LEVEL THREE: This level of work includes service work which exceeds Work Level Two based upon an accepted Job Cost Proposal. Individual Job Orders for work involving construction, alteration, painting, and/or repair, to buildings or public works that exceed $2,000 based upon an accepted Job Cost Proposal, are subject to the applicable Department of Labor wage rates determined under the Davis - Bacon Act. Any maintenance or repair of equipment that is performed on a building or public works which exceeds $2,500, shall be subject to Department of Labor wage rates determined under the Service Contract Act. The contractor shall maintain an itemized list of all items associated with each specific craft for up to three years and provided to the COR upon request for the documentation of historical data.

5.1.3. BACKLOG OF WORK: To facilitate maintenance management and to account for scheduling difficulties, it is normal in the facilities maintenance industry to carry a small amount of work not yet completed from month to month, fiscal year to year, etc.

This work, referred to as backlog, is typically the result of parts non-availability, weather, or Government scheduling problems.

5.1.4. ORDERING LEVEL TWO WORK: The COR will receive all work requests for all task orders in place and determine which work is within the scope of this contract. If the Contractor opposes the work request submission, the Contractor is required to provide reason for rebuttal within 24 hours of work requests. If an agreement is unable to be attained, the CO will assess and provide final determination. For all Level Two work, the COR will issue Work Orders via the Government’s System. Work Orders will be sent to the Contractor via a Government owned/maintained computer system throughout the workday. Priority 1 Work orders, described later, will be issued verbally or via email notification by the COR, and additionally followed up with a computer-generated work order submission. The Contractor shall provide a written follow-up to all work orders within 1 business day upon completion of the work.

5.1.4.1. LEVEL TWO WORK ORDER DESCRIPTIONS AND EXAMPLES: Level Two work orders can include multiple tasks and require the use of multiple trades in multiple locations. The following examples are not all-inclusive but are intended for guidance in determining whether more than one work order would be required for different scenarios.

Example 1: Repair an HVAC unit. This is one task that would be completed by one trade in one location, and it would typically require one work order.

Example 2: Repair leaking plumbing located behind a sheetrock wall. A plumber would repair the plumbing, a carpenter would repair the damaged wall, and a painter would paint the area. This is one task, requiring multiple trades in one location, and it would typically require one work order.

Example 3: Replace several stained ceiling tiles in a building. This type of work order is typically generated from periodic material inspections conducted by the COR. This is one task, requiring one trade, in multiple locations, and it would typically require one work order.

Example 4: Repair the baseboard and patch, prime, and paint a wall in a specific room. This example contains multiple tasks, completed by one trade in one location, and would typically require one work order.

Example 5: Relocate a thermostat, replace a light bulb, and mount blinds in one room. This example contains multiple tasks, requiring multiple trades, in one location, and would typically require one work orders.

Example 6: Repair a broken door handle to a barracks room and repair a vent fan in the barracks lobby restroom. This example contains multiple tasks, requiring multiple trades, in multiple locations, and would typically require multiple work orders.

5.1.5. ORDERING LEVEL THREE WORK: All Level Three work, except emergency work, shall be accomplished by the Contractor only when ordered by the Government on an approved Task order; this work shall be accomplished at a fixed price negotiated for each job in accordance with Paragraph 5.4, Job Cost Proposals. Scheduling of Level Three work, once approved by the CO, will be at the discretion of the COR based on the status of outstanding Level Two and Level Three work. Level Three emergency facilities maintenance work may be initiated upon verbal authorization of the CO or COR, in accordance with Paragraph 5.1.6, Priorities. For such work, an invoice shall be submitted in accordance with Paragraph 5.4.4. Any Level Three issued via a Job Order to the Contractor from the CO with a required delivery date (RDD) shall be obligated to that delivery date. In the event the contractor anticipates difficulty in complying with any contract delivery schedule, the Contractor shall immediately provide written notice to the CO and the COR. For any work order level deliverable, the contractor shall provide written notification immediately to the COR, with a copy to the CO. Each notification shall give pertinent details, including the date by which the contractor expects to make delivery, provided that this data shall be informational only in character and that receipt thereof shall not be construed as a waiver by the Government of any contract delivery schedule, or any rights or remedies provided by law or under this contract. If the Contractor exceeds the required delivery date, without the COs authorization, the Contractor is subject to penalties for late deliverables, not to exceed a 10% withholding of the contract value as a result of late

RDD.

5.1.6. PRIORITIES: There are five priority categories for work order work.