Attachment 2 PWS SLA.pdf

PERFORMANCE WORK STATEMENT (PWS)

August 24, 2026

Office of Administration (OA)- Business Resources Division (BRD) Service Level Agreement (SLA)

Introduction and Overview:

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), located at 999 North Capitol Street NE, Washington, DC 20002, requires cost-effective preventive, emergency and non-emergency maintenance services for the Government-Furnished Equipment (GFE) located within OJP.

The purpose of this requirement is to ensure operational readiness, minimize downtime, extend equipment service life, and reduce overall replacement costs. This acquisition will be managed by the OJP Office of Administration (OA), Business Resources Division (BRD).

The Government anticipates award of a single award structured as a hybrid Firm-Fixed Price (FFP) and Time-and- Material (T&M) type award to balance cost with flexibility.

Background:

OJP occupies 139,631 useable square feet within a federally leased, multi-tenant commercial building comprised of federal and private sector tenants.

As a tenant, OJP is responsible for maintaining GFE located within its assigned space. The building owner retains responsibility for general building systems and facility infrastructure.

Lincoln Property Company serves as the property management representative for the building owner and oversees building-level services. The maintenance services outlined in this PWS apply only to equipment that falls outside the responsibilities of the building owner and property management company.

Scope:

The purpose of this requirement is to procure a licensed and qualified Contractor located within a 50-mile radius of 999 N.

Capitol Street NE, Washington, DC 20002 to ensure the operational readiness, sanitation, reliability, and extended service life of GFE located in OJP breakrooms.

To accomplish this purpose, the Contractor shall provide all labor, supervision, tools, equipment, transportation, materials, and management necessary to perform preventive maintenance, corrective maintenance, emergency, non-emergency repair, and sanitization services for designated equipment.

Services shall be performed in a manner that:

• Maintain continuous operational readiness

• Minimize equipment downtime

• Ensure sanitary and safe equipment conditions

• Extend equipment lifecycle

• Reduce replacement and maintenance costs through adherence to designated labor time standard

Equipment Covered:

Equipment includes, but is not limited to:

• Keurig Office Pro Coffee Machines

• Hoshizaki Ice Dispensers

• Kool-IT Signature Freezers

• Summit Undercounter Refrigerators

• Kool-IT Signature Refrigerators

• Kool-IT Signature Large Refrigerators

• Elkay Bottling Filling Stations

• Associated under-counter water systems

• Associated hot water systems

• Garbage disposals

• Garbage disposal buttons

• In-line Water Filters

• Ejector Pumps

• Electric Water Heaters

The Government reserves the right to add or remove equipment within scope during the period of performance.

Performance Requirements:

Preventive Maintenance:

The Contractor shall:

• Perform scheduled preventive maintenance in accordance with manufacturer’s recommendations.

• Inspect, clean, test, and adjust components as required.

• Identify and report potential equipment failures.

• Submit written service reports within two business days of completion.

Preventive maintenance shall be coordinated with the designated Contracting Officer’s Representative (COR) to minimize disruption to Government operations.

Emergency Repair Services:

The Contractor shall:

• Respond to emergency service calls within two business days of notification.

• Diagnose equipment failures and provide repair recommendations.

• Obtain COR approval prior to performing major repairs.

• Restore equipment to operational status within a commercially reasonable timeframe.

Sanitization and Deep Cleaning Service:

The Contractor shall:

• Perform cleaning and sanitization of all GFE in accordance with applicable federal health, safety, and manufacturer standards on a quarterly basis.

• Sanitization procedures shall comply with:

• Manufacturer specifications and maintenance guidelines

• EPA-registered disinfectants appropriate for food-contact surfaces

• OSHA workplace sanitation requirements (29 CFR 1910.141)

• CDC guidance for shared food preparation equipment

Performance Standards (Measurable Metrics):

Standard Acceptable Quality Level

(AQL):

Preventive Maintenance Completion

Services performed in accordance with manufacturer’s recommendation 95% on-time completion rate

Sanitization and Deep Cleaning

Use of EPA approved food safe disinfectants quarterly 100% compliance

Emergency Response Time Contractor responds within two (2) business days 95% compliance

Service Report Submission Reports submitted within two (2) business days of service completion 100% compliance

Equipment Operational Status

Equipment restored to operational condition

95% within agreed repair timeframe

Invoice Accuracy Invoices reflect actual labor hours and approved materials

100% accuracy

Period of Performance:

Base Year: 09/23/2026 to 09/22/2027 Option Year# 1: 09/23/2027 to 09/22/2028 Option Year# 2: 09/23/2028 to 09/22/2029 Option Year# 3: 09/23/2029 to 09/22/2030 Option Year# 4: 09/01/2030 to 09/22/2031

Deliverables:

• Service reports for each visit

• Documentation of labor hours and materials used

• Written notification of equipment beyond economical repair

• Invoice submission in accordance with award terms

Description of Services:

• Contractor shall provide labor, supervision, tools, equipment, transportation, materials, and management to fulfill the technical requirements outlined in this performance work statement.

• The Contractor shall perform preventive maintenance on the equipment which primarily consists of the inspection, testing, cleaning, all internal and external equipment parts, lubrication, adjustment, calibration, and minor part(s) replacement as required to minimize malfunction, breakdown, and deterioration of equipment.

• The Contractor shall perform preventative maintenance in accordance with manufacturer’s recommendations.

• Contractor shall provide a detailed preventive maintenance schedule outlining the frequency and maintenance tasks associated with each type of equipment, within five (5) business days of contract award. The schedule shall identify each type of equipment to be serviced, the frequency of the service, and the planned month(s) or timeframe during which each preventative maintenance service will be performed.

• Contractor must be licensed and certified in the service and repairs of Hoshizaki refrigeration equipment. The Contractor shall provide evidence of their certification with their quote submission. The Government reserves the right to verify certification.

• All parts, materials, components, and replaceable inserts used in the maintenance and repair of equipment and systems in Federally controlled space shall be new, suitable for the type and severity of service, and meet safety performance codes and standards.

• Contractor shall notify and coordinate with the COR when maintenance work necessitates shutting down equipment.

• Contractor shall clearly mark and post signage when performing maintenance in space that may be occupied or accessible during the performance of the work and provide adequate steps for the protection of the public and employees.

• Contractor shall provide written reports documenting all scheduled preventative maintenance and repair services for all equipment within two business days of service. Additionally, contractor shall provide written reports documenting any maintenance/repairs accomplished, along with any special instructions for future operation of equipment items.

• Contractor shall verify the successful operation of each piece of equipment and test all associated mechanical, electrical and plumbing connections prior to leaving job site.

• Contractor shall properly disconnect and remove any equipment that has reached its useful life span in coordination with Property Management and Business Resources staff.

• Contractor shall be responsible for the proper disposal of any refrigerator equipment and provide a certificate to OJP verifying proper disposal of refrigerant.

• In the event repair cost exceeds replacement costs and a new piece of equipment is brought on-line, the contractor shall coordinate with the COR, reporting their observation and recommendation in writing. Before a replacement is executed, the Contracting Officer needs to be made aware. BRD can then take the necessary steps to acquire the replacement item. If approved to proceed, the contractor shall coordinate with COR to inventory, tag, and properly install new equipment. The Government shall update the equipment inventory to reflect the new equipment and provide that to the Contractor.

• Contractor shall remove all dirt, debris, and trash prior to leaving job site.

Emergency Service/Repairs:

• Contractor shall be responsible for providing “emergency” repair service and “non-emergency” repair service on breakroom equipment items not operating properly as determined by Business Resources Division within the following timeframes:

• “Emergency” repair service: Defined as service for failure of equipment deemed essential to the overall facility. Contractor shall be on-site within one business day of notification by the COR to assess the equipment(s) and to provide an estimate. Once the Contractor has received estimate approval from the contracting office, repairs must be completed. The contractor has two business days from receipt of repair parts to perform emergency repairs.

• “Non-Emergency” repair service: Defined as service needed for equipment not deemed as essential to operations. Contractor shall be on site within two business days of notification from COR to prepare and submit an estimate to COR. Once the Contractor has received estimate approval from the contracting office, repairs must be completed within 5 business days. If the Contractor is responsible for obtaining a part(s) that is not in stock and must be ordered, the Contractor has an additional two business days to obtain parts and complete repairs.

• Contractor shall provide price cost identifying labor and material costs for any required work. The intent of language such as "check", "inspect", etc., is to determine the status of the check point item and to take appropriate corrective action to eliminate any deficiencies found on the spot if within contract limits if possible and/or to notify COR as soon as practicable when repair exceeds contract limits or cannot be repaired on the spot. If additional calibration, adjustment, replacement of parts and fluids, and other work are necessary, that work shall be accomplished or scheduled for future action.

• Contractor shall not perform any additional work without written authorization and funding approval by the Contracting Officer. The Government will not be responsible for labor, parts, and materials provided without written approval.

Place of Performance:

• Work will be performed at 999 North Capitol Street NE, Washington, DC 20002, from Monday through Friday, hours of operation are 6:30AM to 4:30PM. Maintenance work shall be scheduled to minimize the disruption of building occupants and operations. Contractor shall notify and coordinate with the COR, five business days prior to the commencement of services. Work shall not be required on the following Federal holidays or on days observed in lieu thereof:

New Year’s Day Independence Day Martin Luther King Day Labor Day President’s Day Columbus Day Memorial Day Veteran’s Day Juneteenth National Independence Day Thanksgiving Day Christmas Day

Inauguration Day (When Applicable)

Warranty Information:

• Contractor shall verify warranties on each piece of equipment with the COR prior to service or repair of equipment. Additionally, contractor shall verify warranties information with manufacture to ensure accuracy of equipment information and/or if any equipment recall has been issued. Equipment under warranty shall be maintained in accordance with warranty instructions and conditions. Warranty provisions will be stringently complied with during the periods that they apply.

• All repairs of equipment will be covered by the contractor with a minimum of a 90-day warranty to include parts and labor.

Environmental/Safety Requirements: The Contractor must include a list of hazardous materials used in each process, as well as a Material Safety Data Sheet (MSDS) for each HAZMAT.

• 29 CFR 1910.1200 requires the Contractor to maintain a complete written hazard communication program, including labels and forms of warning for chemicals, an up-to-date hazardous material inventory with copies of MSDSs for all materials used on the job site, and employee information and training on hazardous chemicals in their work area.

• When performing maintenance on equipment that requires working with (CFCs) refrigerants, contractor must maintain the applicable certifications for working on such equipment. All applicable local, state, federal guidelines and regulations must be adhered to with respect to documentation, handling, and disposal of refrigerants.

• Contract shall submit copies of permits, certificates, and manifests that indicate hazardous waste has been disposed of in compliance with the regulations.

Security Requirements:

Contractor shall provide the full name and contact information of all technicians who will be required to perform maintenance at least five business days prior to scheduled maintenance. The contractor shall wear company identified clothing while performing work at BLDG 999. The Contractor shall clear security on the fifth floor and, likely, be escorted throughout the building by an OJP/BRD employee while completing tasks.

Quality Assurance Surveillance Plan (QASP):

This Quality Assurance Surveillance Plan (QASP) describes how the Government will monitor and evaluate contractor performance for the service level agreement of this contract. The QASP outlines the performance standards, acceptable quality levels, and surveillance methods used to ensure that all equipment is maintained in a safe, functional, and reliable condition. The Government will use this plan to verify compliance with the Performance Work Statement (PWS). QASP is a government tool for oversight and does not modify or replace any contractual requirements.

Equipment Performance Objectives

Standards Surveillance Methods

Standard Refrigerator

Maintain cooling within safe range; ensure cleanliness; prevent leaks

Temperature ≤ 40°F;

100% scheduled maintenance; one business day response for cooling failure; ≤2 repeat issues/quarter

Monthly inspection; temperature checks; review of service tickets

Large Refrigerator

Maintain proper cooling and functionality

Temperature ≤ 40°F;

maintenance 100% on time; ≤2 repeat issues/quarter

Monthly inspections;

temperature monitoring

Undercounter Refrigerator

Ensure operation within proper cooling range

Temperature ≤ 40°F; quick service response

Spot checks; service ticket review

Coffee Machine Ensure functionality;

prevent leaks and electrical issues

One business day response for no-heat/no-brew;

monthly cleaning/descaling; no electrical hazards

Monthly sanitation checks;

service ticket review

Ice Machine (on stand)

Maintain ice production and sanitation

Uptime ≥ 99%; quarterly cleaning; one business day response for flow/production issues

Sanitation checks; production monitoring; service review

Freezer (reach-in)

Maintain freezing temperature; prevent ice buildup

Temperature ≤ 0°F;

maintenance on schedule;

≤2 temperature excursions/quarter

Temperature logs; monthly inspection

Garbage Disposal

Ensure safe operation;

prevent jams/leaks

One business day jam response; replace within three business days if inoperable; monthly inspection

Physical inspection; service ticket review

Bottle Filling Station

Provide filtered water;

maintain flow and cleanliness

100% timely filter changes; one business day response for flow issues;

same-day resolution for water quality complaints

Filter logs; flow rate spot checks; review complaints

Single Water Dispenser

Deliver clean filtered water; maintain functionality

100% scheduled filter changes; same-day quality issue response

Monthly checks; filter replacement log review

In-line Water Filters

Ensure correct installation; maintain water quality and flow rate

100% scheduled filter changes ±3 business days;

emergency replacements within two business days;

water issues resolved within one business day

Filter logs; water quality checks;

flow rate testing

Electric Water Heater

Maintain proper heating and temperature safety

Uptime ≥ 99%; 100% scheduled PM; one business day response to no-heat issues;

temperature within 120– 140°F

Temperature monitoring; PM logs; service ticket review

Exhibit A Preventative Maintenance Schedule

Appliance Manufacturer Model # Floor Location PM Schedule

Refrigerator Kool-IT Signature KBSR-1 5 5600 A

Refrigerator Kool-IT Signature KBSR-1 6 6435 A

Refrigerator Kool-IT Signature KBSR-1 8 8435 A

Refrigerator Kool-IT Signature KBSR-1 9 9140 A

Refrigerator Kool-IT Signature KBSR-1 9 9435 A

Refrigerator Kool-IT Signature KBSR-1 5 5800 A

Large Refrigerator Kool-IT Signature KBSR-2 5 5101 A

Large Refrigerator Kool-IT Signature KBSR-2 7 7500 A

Coffee Machine Keurig Office Pro K155 5 5102 Q

Coffee Machine Keurig Office Pro K155 5 5102 Q

Coffee Machine Keurig Office Pro K155 5 5600 Q

Coffee Machine Keurig Office Pro K155 6 6435 Q

Coffee Machine Keurig Office Pro K155 7 7500 Q

Coffee Machine Keurig Office Pro K155 7 7500 Q

Coffee Machine Keurig Office Pro K155 8 8435 Q

Coffee Machine Keurig Office Pro K155 9 9170 Q

Coffee Machine Keurig Office Pro K155 9 9435 Q

Ice Machine (on stand) Hoshizaki DCM-271BAH 5 5101 A

Ice Machine (on stand) Hoshizaki DCM-271BAH 7 7500 A

Freezer (reach in) Kool-IT Signature KBSF-1 5 5101 A

Freezer (reach in) Kool-IT Signature KBSF-1 7 7500 A

Garbage disposal In-Sinkerator Pro-750-6 5, 6, 7, 8, Breakroom Sinks Q

Undercounter Refrigerator Summit AR5BS 5 5014 A

Undercounter Refrigerator Summit AR5BS 5 5042 A

Undercounter Refrigerator Summit AR5BS 5 5404 A

Undercounter Refrigerator Summit AR5BS 6 6616 A

Undercounter Refrigerator Summit AR5BS 6 6618 A

Undercounter Refrigerator Summit AR5BS 7 7616 A

Undercounter Refrigerator Summit AR5BS 7 7618 A

Undercounter Refrigerator Summit AR5BS 8 8616 A

Undercounter Refrigerator Summit AR5BS 8 8618 A

In-line Water Filters Watersentry EWF3000 5,6,7,8,9 Break rooms S-A

Ejector Pump Zoeller 104-0005

(SK2008B) 5 5600 A

Electric Water Heater Flowco Eemax

EX278A-KIT

EX08100-03-

KIT

5,6,7,8,9

Break rm, Wellness rm, Restrooms, HU exam room A

Bottle Filling Station & Single Elkay EZH2O LZSG8WSSK 5 5601 (Collaboration

Area) Q

Bottle Filling Station & Single Elkay EZH2O LZSG8WSSK 6 6435(Café Area) Q

Bottle Filling Station & Single Elkay EZH2O LZSG8WSSK 7 7500 (Cafe Area) Q

Bottle Filling Station & Single Elkay EZH2O LZSG8WSSK 8 8435 (Cafe Area) Q

Bottle Filling Station & Single Elkay EZH2O LZSG8WSSK 9 9435 (Cafe Area) Q