Performance Work Statement (PWS) Total Maintenance Contract, Okinawa

1. General Information and Scope of Work.

1.1. Agency. The Department of War Education Activity (DoWEA), as one of only two Federally operated school systems, is responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoWEA is globally positioned, operating 165 brick-and-mortar schools in 8 districts located in 7 states, 11 foreign countries, Guam, and Puerto Rico. DoWEA employs over 8,000 educators who serve more than 72,000 children. DoWEA also has a fully accredited virtual high school located in Virginia with teaching hubs in Europe and the Pacific.

The Department of War Education Activity (DoWEA) Pacific South District (Okinawa) is composed of thirteen schools, the District Superintendent’s Office (DSO), the Student Transportation Office (STO) and the DoWEA Pacific (PAC) Region facilities. DoWEA instructional program provides a comprehensive prekindergarten through 12th grade curriculum that is dedicated to attaining the highest student achievement for children of active-duty military and eligible civilian employees.

Background. The following maintenance services are required to maintain a safe, healthy, and sanitary school environment for faculty and students within the Department of War Education Activity (DoWEA) Pacific South District (Okinawa). The contractor shall provide all management, tools, equipment, labor, and transportation necessary to ensure that maintenance services are performed in accordance with the objectives and standards outlined within this Performance Work Statement (PWS). Therefore, this requirement calls for the continuous efforts on the part of the contractor to ensure appropriate safety and functionality of facilities are maintained throughout the life of the contract.

Scope of Work. The contractor shall provide all personnel, labor, equipment, tools, vehicles, travel, materials, supervision, subcontracts, other items/services necessary to perform all operations, maintenance, repair and facility management support tasks and functions for DoWEA facilities as defined in the PWS at the Pacific South District Okinawa, Japan. Work shall be performed, and documentation shall be maintained to the standards set forth in this contract, the National Fire Protection Association (NFPA), and all other applicable codes and regulations to ensure full compliance with the applicable codes and standards. The contractor will be required to provide and manage a full-service Facilities Operations and Maintenance Program (FOMP) for the Pacific South District (Okinawa). The major elements of the services required include:

1. Facility Maintenance

2. Grounds Maintenance Services and Sports Fields Maintenance

3. Playgrounds Maintenance

4. Non-routine Work Requests

2. Requirements & Objectives. The contractor is expected to develop the total solution for meeting all the following requirements and objectives in accordance with a performance-based approach.

The government reserves the right to incorporate the winning offeror’s proposed technical response into the contract.

2.1 Facilities Operations & Maintenance Program (Objective 1)

The processes and activities required to keep equipment, machinery, and facilities in good working condition. FOMP encompasses the process of maintenance, repair, replacement of parts, and other related activities including any system related to civil, structural, mechanical, electrical, plumbing, sanitary, controls, fuels, and storm drainage. The objective is to develop, maintain, sustain, and perform comprehensive facilities operations and maintenance program to preserve the quality of facility equipment, real property installed, components and systems to manufacturer standards through functional checks, inspections, adjustments, services, repairs, and/or replacements. The contractor shall submit a FOMP to the Contracting Officer (KO) and Contracting Officer’s Representative (COR), in accordance with the industry’s best practices while adhering to manufacturer’s guidelines. Each page shall be numbered and dated. The submittal date shall be reflected on the title page, and all pages of each FOMP submittal shall reflect this date. After government approval of the final submittal, any revised pages shall reflect the date that those pages were revised.

Frequency. The Preventive Maintenance Plan (PMP) will determine how often the overall Facility Maintenance objective should be carried out. The PMP shall establish the Contractor’s course of action for effectively and efficiently meeting manufacture recommendations and standards, to include frequencies for proactively performing maintenance, repairs, and replacements to prevent failures.

Performance Standard. Performance standard for services rendered under the Facility Maintenance objective is based on adhering to the established performance frequencies. Deviation from adhering to the established performance frequencies shall result in no more than five verified complaints per month.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop a total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.1.1 Routine Facility Maintenance. The objective is to provide routine facility maintenance services regarding electrical, plumbing, storm drainage, sanitary, fuels controls, mechanical, civil, all-inclusive/related systems, and structural disciplines in accordance with equipment and systems manufacturer recommendation via vigilant routine inspections, adjustments, repairs, and corrective actions.

The objective includes performing, preventative maintenance, minor work/repairs, defined as work that the Contractors will expend $5,000.00 or less in material costs and includes inspection, periodic and Preventive Maintenance (PM), operation of utilities and minor work/repairs incidental to schedule. Excludes damages and/or malfunctions caused by vandalism and natural disasters. Any repairs exceeding $5,000.00 in material cost shall be identified as a non-routine work request, subject to COR’s review and approval. The first $5,000.00 will be covered by the contractor as part of the Firm-Fixed Price (FFP) for routine/non-routine work to be performed.

EXAMPLE 1: (noted defective chilled water pump during routine PM) Cost to Replace a chilled water pump is estimated to cost $20,000.00. Contractor will cover the first $5,000.00 as FFP with the remaining $15,000.00 to be managed by other contractual Contract Line-Item Number (CLIN)(s) subject to approval by COR. In this example, specific skilled disciplines are required to perform work to complete the task and may include (but not limited to) plumbers, electricians, Direct Digital Control (DDC) technicians, general purpose handyman, Heating, Ventilation, and Air Conditioning (HVAC) technicians. The cost proposal to the Government shall include the specific hourly rate and durations of work for each skilled laborer.

EXAMPLE 2: (non-routine work item) Cost to install a smartboard on a wall is estimated to be $500.00. Work is covered by contractor as FFP with no additional cost to the government. In this example, specific skilled disciplines are required to perform work to complete the task and may include (but not limited to) general purpose handyman, carpenter, and electrician.

Contractor’s Quote/Offers for all work exceeding the threshold must include detailed cost estimates showing no less than (3) three sources (with pricing) for materials, labor, and services. Contractor’s quotes/offers must include detailed delivery and shipping costs to include estimated procurement durations. The procurement process exceeding (1) week (post Notice to Proceed [NTP] of work) is considered excessive and must be justified. If materials are not shelved items (readily available), production durations must be shown in the estimates for each source noted. Estimated air shipping durations must be shown in contractor’s quotes/offers and must not exceed (1) week. If ground shipping is utilized, durations must be shown in all quotes/offers.

The contractor shall be responsible for any associated corrective maintenance (inspections, adjustments repairs, replacements, and corrective action) up to the contractor threshold as established in this section and elsewhere as indicated in other sections of the PWS. All corrective maintenance above contractor threshold shall be initiated via an approved service/work order.

2.1.1.1 Replacement Parts and Components. New or factory reconditioned parts (comparable to new) and components shall be provided when accomplishing preventive and unscheduled maintenance and repair services as described herein. All replacement parts and components to be used in the maintenance and repair of facilities, systems, doors systems, Electronic Security Systems (ESS), security systems, equipment, and components shall be compatible with the existing item, shall be of equal or better quality as original item specifications, shall conform to the applicable specifications and used according to original design and manufacturer intent. Items without technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this task order shall equal or exceed the updated quality. If new parts are not available, use of rebuilt parts and sub-assemblies may be proposed and approved for use by the COR subject to the requirements of the PWS.

2.1.1.2 Retain Replaced Parts and Components. Replaced parts with acquisition value of $100.00 or greater shall be retained for at least ten (10) days after completion of the job and these parts shall be readily available for inspection by the COR upon request. When disputes arise concerning material, parts and components selected for work items already accomplished, the contractor shall, at no cost to the Government, remove, replace, and/or rework material, systems, equipment, or components so compliance with the Government's requirements is satisfied. The KO/COR retains the right to specify the kind and quality of all materials, parts, and supplies.

2.1.2 Exterior Facility Management. The objective is to maintain grounds, exterior equipment, systems, and property by conducting inspections, adjustments, repairs, and corrective action as dictated by the PMP, manufacturer’s recommendations, installation guidelines, DoWEA guidelines, industry standards [i.e. American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE), American National Standards Institute (ANSI), Unified Facilities Criteria (UFC), etc.]. Corrective Action processes outlined in section 2.1.1 apply to all exterior facility maintenance systems. Should a standard dictate a more frequent interval between inspections, the more frequent interval shall be followed. Contractor is responsible for ensuring all related external building systems are safe, secure, and free from hazardous conditions and present aesthetically pleasing conditions free from debris, trash, corrosion, miscellaneous materials, etc.

Below are examples of, but not limited to, the types of exterior facility, equipment and systems that require routine inspections and corrective action.

All-inclusive systems related to: Architectural, Structural, [Mechanical, Electrical, Plumbing (MEP)], Irrigation, Automotive, Sanitary, External Building systems, support structures and related structures, asphalt, concrete, bleachers, stadium seating, sidewalks, playgrounds/surfaces must be free from mold, stains, debris, holes, uneven or other conditions that pose a hazard to personal safety or property (Pressure washing included), parking areas, bus loading, safety area markings, signage, (all properly marked and visible for their intended purpose), picnic tables, benches, grandstands, gazebos, other outdoor fixed furniture, Fence systems, Barricade systems, Drop-Arm systems, railing systems, gate systems, egress areas, entrance-way systems, Fuels (all types), External comms systems, Closed-Circuit Television (CCTV), Video Teleconference, Cameras, Video, Public Announcement (PA), Mass Notification System (MNS), speakers, bells (to include updating bell schedules as required by facility admin staff), clocks, marquees, signage, scoreboards, Fire protection, Heating, Ventilating and Air Conditioning (HVAC) systems (see additional requirements in this PWS), Kitchen equipment and components, Underground/Overhead/Concealed/Exposed distribution (compressed air, electrical, water, sanitary, storm, drainage, etc.), Security/Anti-Terrorism Force Protection (ATFP), Shops (carpentry, culinary, automotive, etc.), Fixed (built-in) furnishings (cabinets, sinks, countertops, shelves, wall mounted assets, hardware etc.), doors systems, Electronic Security Systems, Sports, Bleachers, Auditoriums, Stadiums, Lockers, Partitions/built-in dividers, Display cases, Entranceways, Touch-up painting, Power washing facilities, provision and management of nuisance wildlife avian control measures, Miscellaneous facility maintenance equipment maintained by the schools and facilities (power washers, dollies, forklifts, hydraulic lifts, pallet jacks, carpet cleaner, carpet driers, wet vacuum, genie lift etc.), Provide monthly meter readings on all utilities (water, gas, electrical, radon, sewer, etc.), Radon Mitigation, maintenance of water filtration systems to include routine filter changes (filters shall be readily available and in stock on island), Maintain Chiller yards, LPG storage, transformer yards, sports fields, atriums free of debris, maintain weeds, grounds, shrubs, and trees, while maintaining an esthetically pleasing condition, Identification/assessment of mold while providing for corrective action as required (periodicity will be such that the structures maintain an esthetically pleasing condition with no visible signs mildew or mold), Painted surfaces (Removal of mold, stains, and graffiti), Playground equipment (limited to DoWEA assets), play courts and general play (DoWEA standards), all external trash receptacles on school facilities/campus’, safe, sanitary, and emptied when receptacles are at least three- quarters full.

The contractor must check the free chlorine residual from a bathroom or kitchen faucet from each building associated with the school that has a sink for potable human consumption. The checks shall be conducted weekly using a reputable chlorine colorimeter (e.g. manufacture “HACH”) for measuring free chlorine. If the free chlorine residual is measured to be less than

0.1 mg/L, the Contractor must open the faucet(s) in the building(s) and flush until the free chlorine residual is at least

0.1 mg/L. Flushing of nearby hydrants may be requested by contacting the COR, who will reach out to the appropriate personnel. Hydrant flushing does not replace flushing requirements of the water inside the building. The contractor shall continue to conduct weekly free chlorine monitoring and flushing as needed during winter, spring, and summer breaks because the facilities are still used. All related measurement equipment must be certified and calibrated per the manufacturer's specifications/periodicities or US industry standards; most stringent requirements applied.

2.1.3 Interior Facility Maintenance. The objective is to maintain interior equipment, systems, and property by conducting monthly and periodic inspections to identify deficiencies as dictated by the PMP, manufacturer’s recommendations, installation guidelines, DoWEA guidelines, industry standards [i.e. American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE), American National Standards Institute (ANSI), Unified Facilities Criteria (UFC), etc.] or other industry standards that dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed. Contractor shall provide for Corrective Action processes outlined in section 2.1.1 as it applies to all interior Facility Maintenance Systems. At the request of the COR, an inspection or repair of specific equipment or system may be required. Contractor is responsible for ensuring all related building envelope systems are safe, secure, and free from hazardous conditions and present aesthetically pleasing conditions free from debris, trash (when not managed by others), miscellaneous materials, etc. Below are examples of, but not limited to, the types of interior facility, equipment and systems that require routine inspections, mounting or corrective action.

All-inclusive systems related to: Architectural, Structural, MEP, Sanitary, Automotive, Building Envelope, Fuels (all types), Indoor comms systems (CCTV, Video Teleconference, Cameras, Video, PA, MNS, speakers, bells, clocks, marquees, signage, scoreboards, etc.), Fire protection, HVAC systems (see additional requirements in this PWS), Kitchen equipment and components, doors systems, Electronic Security Systems, security systems, Underground/Overhead/Concealed/Exposed distribution (compressed air, electrical, water, sanitary, storm, drainage, etc.), Security/ATFP, Shops (carpentry, culinary, automotive, etc.), Fixed (built-in) furnishings (cabinets, sinks, countertops, shelves, wall mounted assets, hardware etc.), Sports, Bleachers, Auditoriums, Stadiums, Lockers, Partitions/built-in room dividers, Display cases, Signage, Entranceways, Touch-up painting, Miscellaneous facility maintenance equipment owned by the schools and facilities (power washers, dollies, forklifts, hydraulic lifts, pallet jacks, carpet cleaner, carpet driers, wet vacuum, genie lift etc.), identification/assessment of mold while providing for corrective action as required, maintenance of water filtration systems to include routine filter changes (filters shall be readily available and in stock on island), Provide monthly meter readings on all utilities, Provide for painting of no less than 4,000sf of surface area annually (areas identified by COR), Painted surfaces (Removal of stains, mold, mildew, and graffiti). etc.

The contractor must check the free chlorine residual from a bathroom or kitchen faucet from each building associated with the school that has a sink for potable human consumption. The checks shall be conducted weekly using a reputable chlorine colorimeter (e.g. HACH) for measuring free chlorine. If the free chlorine residual is measured to be less than

0.1 mg/L, the Contractor must open the faucet(s) in the building(s) and flush until the free chlorine residual is at least

0.1 mg/L. Flushing of nearby hydrants may be requested by contacting the COR, who will reach out to the appropriate personnel. Hydrant flushing does not replace flushing requirements of the water inside the building. The contractor shall continue to conduct weekly free chlorine monitoring and flushing as needed during winter, spring, and summer breaks because the facilities are still used. All related measurement equipment must be certified and calibrated per the manufacturer's specifications/periodicities or US industry standards; most stringent requirements applied.

2.1.3.1 Work Order System (WOS). All work orders shall be computerized using Asset Essentials. Hard-copy records shall be maintained for the duration of the task order and turned over to the Government at completion of the contract. These hard-copy records shall be made available to the COR upon request.

2.1.3.2 Work Order Processing. The Government will request a work order package from the contractor, or the contractor may identify a need for Government approval. When maintenance and/or repairs meet the requirement of non-routine work, referring to section 2.4 for details, the contractor shall provide work order packages to the COR and FOS, as directed, No Later Than (NLT) two (2) weeks (14 calendar days) after government request. Extension requests for this time may be granted by the COR.

a. For work over $5,000, that is to be accomplished via subcontractor:

1) Contractor shall solicit for and receive multiple bids (providing competition per section 2.1.1 of this PWS).

b. Electronic copy O&M records, equipment files, and RPIE equipment data shall be turned over to the Government at work order final acceptance inspection. The Government reserves the right to not consider a work order complete until the turnover of hard copy/electronic records are complete. The contractor shall be responsible for ensuring that corrective maintenance documentation, including subcontractor documentation, are completed, collected, stored, and maintained in a timely manner that satisfies DoWEA policies and TMC requirements.

2.1.3.2.1 Response and Completion Times. Response and completion times shall be required as follows:

Classification

Emergency

Within 30 minutes Continuous until safe

Within 1 hour Continuous until safe

Urgent (High)

Within 4 hours

Within 5 duty days

Routine (Medium)

Within 5 duty days Within 30 calendar days

N/A Within 30 calendar days

2.1.3.2.2 New Work. New Work is work that does not involve repairing or maintaining existing government facilities, but rather involves additions, modifications, or renovations to accommodate new mission requirements. The Government will periodically require new work, such as (but not limited to) moving or constructing a wall, running new electrical or plumbing services for new equipment configurations and similar types of work. The contractor may perform new work, within the contract maintenance team’s capability, during normal duty hours providing all other O&M requirements and responsibilities within this task order are met. However, if these criteria cannot be met, the contractor shall provide new work as requested via a government-approved work order.

2.1.3.2.3 Cancellation of Work Requests. Only the original requestor, the requestor’s higher chain of command, or the FM or COR may cancel work requests. When the cancellation is entered into Asset Essentials, the person making the data entry shall provide the reason(s) for the cancellation in the “Action Note” for the work request in Asset Essentials.

2.1.4 Emergency Facility Maintenance. The Contractor shall respond to any emergency requests for facility maintenance within 30 minutes and sufficiently arrest the emergency within one calendar day of notification. Upon stabilizing the emergency, any additional required maintenance required on Pacific South District (Okinawa) facilities will be further categorized as either Routine Maintenance or Non-Routine Work Request.

2.1.5 Kitchen Appliances. The objective is to maintain kitchen appliance equipment, systems, and property by conducting monthly inspections unless the PMP, manufacturer’s recommendations or industry standards dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed. At the request of the COR, an inspection or repair of specific equipment or system may be required. Additionally, the objective is to preserve appliances in a safe and serviceable condition and to render proper functioning of all components. When applicable, the Contractor must provide for installation, un-installation, move, remove, maintain and/or repair kitchen appliances as requested. Work shall be accomplished in accordance with best commercial practices and manufacturer’s specifications.

Below are examples of, but not limited to, the types of kitchen appliance equipment and systems that require routine inspections, mounting or corrective action.

Installed Building Equipment (IBE): (Requires O&M by TMC contractor.)

a. Kitchen exhaust Fire Suppression Systems

b. Dishwasher system (Built-in)

c. Kitchen Exhaust Systems

d. Grease Traps

e. Sinks

f. Walk-in Refrigerators and Freezers

Equipment-in-Place (EIP): (Requires COR approved non-routine repairs) (Upon approval by COR, contractor shall follow requirements in non-routine work section 2.4 of this PWS)

a. Hot and Cold Food Counters

b. Serving Storage Cabinets and Countertops

c. Convection Oven

d. Electric Grills

e. Electric Ranges

f. Food warmers

g. Ice Cube Maker

h. Milk Coolers and Ice Cream Cabinets

i. Pressure washer.

j. Water Hose and Reel

k. Refrigerators and Freezers (Stand-alone)

l. Steam Cooker

m. Electric Tilt Griddle

n. Other items not listed and utilized as kitchen equipment for preparation and distribution of meals.

Furniture, Fixtures, & Equipment: (NOT performed by TMC Contract) (DoWEA Logistics Requirements)

a. Cash Registers

b. Storage bins (not built-in), cabinets (not built-in), and racks (not built-in)

Smallware: (NOT performed by TMC Contract) (DoWEA Logistics Requirements)

a. Microwaves

b. Mixing Machines, Pans, Pots, Can openers, and utensils.

2.2 Heating, Ventilating and Air Conditioning (HVAC) Maintenance (Objective 2) The objective is to develop, maintain, sustain, and perform a comprehensive HVAC maintenance program to preserve the quality of HVAC equipment, components, and systems to manufacturer standards through functional checks, servicing, repairing, and/or replacing. PM, repairs, testing, balancing, must be performed in accordance with the most stringent manufacturer recommendations, industry standard/practice, ASHRAE guidelines, DoWEA standards, installation standards, designer of record, etc. Upgrades, replacements, and spare parts shall meet the most stringent requirements and HVAC related UFCs.

Frequency. Frequency of the overall Heating Ventilating and Air Conditioning (HVAC) Maintenance objective will be established by the PMP while complying with the most stringent standards. The PMP shall establish the Contractor’s course of action to meet the most stringent standards effectively and efficiently, to include frequencies for proactively performing maintenance, repairs, and replacements to prevent failures.

Performance Standard. Performance standard for services rendered under the Facility Maintenance objective is based on adhering to the established performance frequencies. Deviation from adhering to the established performance frequencies shall result in no more than five verified complaints per month.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.2.1. Routine HVAC Maintenance. The objective is to provide routine PM services for all HVAC systems regarding electrical, mechanical, civil, and structural disciplines in accordance with equipment, systems manufacturer recommendation and the PMP. The objective includes performing work and repairs, defined as work that the Contractor will expend $5,000.00 or less in material costs and includes inspection, periodic and PM, operation of utilities and minor repairs incidental to schedule. Excludes damages and/or malfunctions caused by vandalism and natural disasters. Any repairs exceeding $5,000.00 in material cost must be identified as a non-routine work request, subject to COR’s review and approval.

2.2.2. General Requirements of Routine HVAC Maintenance.

a. Regular Adjustments: Regular adjustments are required for efficient, economical, and safe performance of equipment will be made at the time of each scheduled PM and service visit.

b. Lubrication: Verify the manufacturer’s lubrication instructions to ensure each piece of equipment has the proper amount of oil and add or remove as required. Lubricate if a grease dispenser or oil cup is less than half full of manufacturers’ recommendations; change oil when it becomes dirty and clean all clogged oil lines.

c. Compressor oil will be changed every time housing is “broken” for any reason. The contractor shall clean, check, and repack all bearings in accordance with the manufacturer’s instructions.

d. Periodic Cleaning and Sanitation: Cleaning of work areas and mechanical equipment rooms, systems, drains, drain piping, blow downs, traps, strainers, and pans, condenser coils, oil filters, applicable air filters, air vents, grills, diffusers, screens, ducts, dampers, registers, Energy Recovery Ventilator (ERV)’s, cooling and/or heating coils, blower shields and fans, electric contacts, switch boxes, motors, gauges, pressure and electric sensors, thermostatic devices, actuators, louvers, safety controls, and any other applicable equipment will be accomplished as a part of the regular scheduled PM visit, or more frequently, if required, to maintain clean, sanitary and operating conditions.

e. Replacement and Cleaning of Air Filters: The servicing of air filters, a minimum of once a month, will include: checking for dirt, grease, and other deposits and for missing or improperly fitted filters, replacing dirty throw-away type filters and those having improper fit, washing permanent type filters in soap solution or solvent, rinsing with water and restoring viscous coating in accordance with the manufacturer’s instructions. Permanent washable filters will be replaced by the contractor at no additional cost to the Government when cleaning is no longer an effective solution to airflow problems. Blowers will not be in operation when cleaning or changing filters. All filters must display the date they were installed and signed by the installer.

f. Rust and Corrosion: Removing all rust from all metal surfaces of all air conditioning units, ERV’s, roof and wall support stands, air handlers, ventilators, exposed duct, condensation pans, pump casings, water tanks, exposed piping, boilers, and electric water heaters. Replace metal sections having advanced corrosion. As a minimum, apply one (1) coat of rust inhibiting primer followed by two (2) finish coats matching existing paint color and type. These procedures will be performed any time during the year when the contractor, and COR notes rust and corrosion.

g. Coils: Check for obstructions to airflow through all coils. Check for dust, dirt, foreign material accumulation, unusual noises, vibrations, and loose, missing, or damaged parts. On direct expansion systems, check for frosting or icing of coils; proper operation of expansion valves, capillary tubes, and proper spacing of spider distributors; proper operation of automatic temperature controls and check superheat across evaporator coils. Check all the coils for leaks. On water cooling/heating coils, correct any deficiencies not allowing for proper operation. Check damaged bent or corroded coil fins on all coils. Clean, adjust, service, repair or replace items found to be deficient.

h. Condensation Drains, Pans, Piping and Traps: Check all condensation drain pans for algae growth, sedimentation, damaged coatings, damaged insulation, rust, corrosion, and leaks. Check condensation drainpipes and traps to ensure they are open, and water flow is not restricted. Clean, adjust, service, repair and/or replace items found to be deficient.

i. Water, Oil, Refrigerant and Air pipes: Check for leaks, rust, corrosion, deformation and material defects of all applicable piping and tubing. Check for vibrations, looseness and rubbing against objects that can cause damage to the equipment; proper support for the piping and tubing; and vibration absorbers, expansion joints and rupture discs. Replace damaged or corroded piping, tubing, and fittings with compatible materials. Clean, adjust, service, repair and/or replace all items found to be deficient.

j. Wiring and Electrical Control Circuits: Check for loose, charred, broken, or damaged wiring and insulation; short circuits, lose or weak contact springs; worn or pitted contacts; proper sizing of fuses; defective operation of parts and components; and any other deficiencies. All wire splice connections will be properly insulated. All electrical wiring, splice connections, circuits, boards, and like components will be properly insulated and in accordance with the National Electrical Code (NEC) for the application in which it is used. Clean, adjust, service repair, and/or replace items found to be deficient.

k. Insulation: Check for wet, damaged missing and deteriorated insulation and vapor barriers; broken tie wires, lose or missing bindings and torn canvas jackets, etc. The insulation on all applicable system components shall be repaired or replaced as needed, with insulation materials having a vapor barrier and insulation value equal to or better than the original or existing materials. Insulated surfaces having moisture condensing on the surfaces shall be considered damaged and shall be replaced. Clean, adjust, service repair, and/or replace items found to be deficient.

l. Exhaust Air and Ventilation Systems: Check for dust, dirt, grease, and oil accumulations; air flow and weather/elements integrity; suction pressures at air intake; operation of dampers, baffles, solenoids, protective guards, insect and bird screens; and caulking around flashing, ducts, collectors, smoke pipes, cowlings, hoods, caps and covers. Clean or replace filters as applicable. Check for clogging, broken or separated joints and seams in ducts, stacks, couplings, sheaves, belts, fan blades, blowers, etc. Check thermal insulation, protective coverings, vapor, barriers and loose or missing fasteners and hardware. Check for material defects and improper operation of movable parts and components in relation to the controlling device. Check for loose, missing, or poor fitting flashing, fire and safety hazards, warnings, alarms, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

m. Valves: Check all associated valves for operation, leakage, linkages travel, range limitations, rust, dust, dirt, corrosion, scale, seizing, bending, mounting, clogging, broken, damaged or missing parts and material defects. Check source of valve operation (e.g. power pneumatic, electrical, mechanical, pneumatic/electric, etc.) for required pressures, electrical power voltages, etc. Clean, adjust, service repair, and/or replace any parts, materials, components, or combinations thereof found to be deficient because of these inspections, and restore valve to a standard operating condition.

n. Cabinets, Cases, Doors, Panels, Gaskets, Latches, Handles and Hardware: Check for cracks, scrapes, gouges, separations, missing, broken or damaged parts and components, bad insulation, bad gaskets, leaks, fitting of doors, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

o. Motor’s, Drives, Sheaves, Shafts, Couplings, Blowers, Fans, Hubs, Belts, Bearings, Gearboxes, Frequency Drives and Guards: Check for accumulations of dust, dirt, grease, and oil. Clean, adjust, service, repair and/or replace items as necessary to correct deficiencies such as worn, loose, missing, damaged parts, guards, connections, and connectors, bent blades, broken or missing belts, unbalanced moving parts, shafts, bad bearings, ineffective isolators, vibration absorbers, etc. Check full load and run load amps of each electric motor, other than fractional H.P. motors and compare them with manufacturer’s data plate ratings. Check the condition of motor windings rotors, and bushings. Perform testing to determine sheaves (wear, size and dimensions) meet manufacturer specifications. Replace worn sheaves failing tests.

p. Thermostats, Thermometer, Pressure gauge, Sub-bases, Guards, covers, Ambient stats, Sub and Master Controllers, Sensors, Timers, Transmitters, Temperature and Pressure Controls, Direct Digital Controls (DDC) software, etc. Check for improper settings, defective operation, calibration and cleanliness, proper input and output voltages, pneumatic air operating pressures. Check for deficiencies in wiring, tubing, piping, switches, relays, coils, solenoids, transformers, controls, sensors, thermostats and protective covers and guards, ambient stats, aqua stats, pressure switches, reversing relays, timing devices, master, and sub-master controllers. Provide most current software updates to DDC for optimal functionality, at no additional cost to the Government.

q. Outdoor authority override controllers, night set back settings, trending devices, etc. Clean, adjust, service repair, and/or replace items found to be deficient.

r. Air Handling Units (AHU), Ducts, Plenums, Stacks, Grilles, Register, Diffusers, Screens, Dampers, Vanes Mixing Boxes, VAV Boxes and Balancing of Systems: Check plenum chambers, supply and return air ducts, branch ducts, mixing boxes, VAV boxes, dampers, registers, grills, diffusers, louvers, and insect/bird screens. Check for dirt, dust and trash, air leaks, broken, ripped or torn insulation and disconnected ducts, lose or broken connections, brackets, hangers, supports and other parts, excessive vibrations or other movements, defects in metal, fiber, glass, and other materials, proper operation of movable parts such as dampers, louvers, and vanes in relation to the controlling device, and inadequate air flow and/or distribution in main and branch duct circuits. Check air handler unit systems for proper operation and correct Cubic Feet per Minute (CFM) air flow. Balance air distribution systems to meet designed airflow to all areas being serviced by the systems. Check temperature and static pressures. Check turning vanes, fire dampers, access openings, doors, panels, outside air make-up systems and ducts. Clean by sweeping, brushing, dusting, vacuuming, washing, hosing with water, detergents, solvents, chemicals, air pressure, stem or other methods as are applicable to the nature of the items being cleaned and as may be required to obtain the desired results. Clean, adjust, service, repair and/or replace all items found to be deficient.

s. Structures, Casings, Hangers, Supports, Beams, Platforms, Slabs, Pads, Vibration Absorbers and Sound Isolators: Check mounting bolts; loose, broken, or missing parts, connection, and hardware; improper leveling of equipment; and defective sound cushion isolators and vibration absorbers. Check for dirt, dust, trash, and other debris accumulated on or around the equipment. Check the security of all mounting and attaching points. Check for vibration and other unusual movements. Clean, adjust, service, repair and/or replace all items found to be deficient.

t. Compressors: Check for dust, dirt, oil and grease deposits and accumulation, leakage of refrigerant and oil, cracked/clear sight glasses and gauges, dampers fittings, piping, valves, etc. Check for loose connection, excessive or unusual noise and vibration, proper suction and discharge temperatures and pressures and indication of excessive heat. Check oil levels and unloaders for proper operation and change out dirty/ contaminated oil and filters. Check compressor full load and run load amps, compare against manufacturer’s data plate rating, and record the findings. Check all electrical wiring and related components. Record the suction and discharge pressures and type and amount of refrigerant and oil/or oil added to the system on the log sheet (as applicable) for air conditioning and compressed air compressors. Megger the motor windings on all compressor motors 15 H.P. and larger once each year and record the readings. Clean, adjust, service, repair and/or replace all items found to be deficient.

u. Air Cooled Condensers: Check for dust, dirt, foreign materials, oil and grease accumulation, leaks, excessive or unusual noise and vibration and loose, missing, or damaged parts. Check motors, sheaves, belts bearings, shafts, supports, brackets, hardware, etc. Check operation and calibration of fan cycling controls, low ambient switch controls and dampers, head pressure control louvers, actuators, and regulators, as applicable. Check for proper airflow through the condenser coil; and bent damaged or corroded coil fins and fan blades. Remove all weeds, bushes, and other obstructions within three (3) feet of air-cooled condensers. Clean, adjust, service, repair and/or replace all items found to be deficient. Wash coil fins with water under pressure at least monthly or more often as needed.

v. Pump Units: Check for dust, dirt, and other foreign deposits; leaks, excessive or unusual noise and vibrations, and loose, broken, or missing parts and connections. Check for correct rotation and prime. Check seals, gaskets, packing, bearings mounting base and hardware, couplings, guards, and inlet and discharge pressures and overall operations. Clean, adjust, service, repair and/or replace all items found to be deficient.

w. Temperature and Humidity Controls, Tending equipment: Check all control, once a month, for improper settings, loose connections, worn, dirty, pitted, or misaligned contacts and any other defective parts by observing the operation through a complete cycle. The inaccuracy of thermostats may be found by comparing them with a mercury thermometer (dry-bulb type) and inaccuracy of humidistats are found by comparing them with a sling psychrometer or psychometric chart. For problem areas identified by the Quality Control Inspection (QCI), the use of trending sensors will be installed and monitored to help identify the trouble. Settings will be adjusted, connections tightened, contacts cleaned, alignment adjusted, and other connections made to ensure proper functioning of the system.

x. Replacement of Burned-Out Compressors: When compressors are replaced due to burned-out conditions, the internal refrigeration system will be thoroughly cleaned in accordance with approved and acceptable industry standards for burn-out. Additional precautions and practices will be exercised to further control refrigerant system contamination and prevent damage to replacement compressors and components. Cleanup methods will include, but are not limited to, the use of clean-up kits, suction and discharge line filters/dryers, moisture indicating sight glasses, acid testing kits, changing, or adding of oil filters and system flushing, changing the oil, deep vacuuming of refrigerant system, leak checking etc.

y. Dehumidifiers: Check all electrical heating elements for burned, pitted or dirty contacts in the circuits; lubricate fan bearings, valves, and linkages. Clean or change filters as needed, check for leaks and repair/replace as needed. Check desiccant levels at least yearly and replenish as necessary. Check reactivation and absorption airflow for proper operation and clean and paint as necessary.

z. Hot Water Heaters and Boilers (Electric, gas or liquid fuel): Check all heating elements for burned, pitted, corroded, scaling, or dirty components and paint as needed. Clean, adjust, service, repair and/or replace all items found to be deficient.

aa. HVAC Water Treatment: The Contractor is to implement an approved testing and treatment program for HVAC Water Systems. This includes recordkeeping and report generation in the WOS. Scheduling of site visits to perform this testing and treatment, and the establishment of standards for recordkeeping and report generation, shall be approved in advance through the WOS. The Contractor shall provide additional support services for flushing, cleaning, and internal and external inspections of HVAC Water Systems at these sites as authorized by the QCI. Removal of corrosion coupons (anodes and/or cathodes), testing, and installation of replacement coupons shall be performed by the Contractor as directed by the QCI. Regular meetings between the Contractor and the QCI, recordkeeping, and report generation/submittal are a normal part of the service herein described and will not be considered a separate billable item.

ab. Refrigerant Recovery. The Contractor shall submit a preapproved refrigerant evacuation and storage plan to the COR by the contract start date. The refrigerant Recovery plan shall meet all environmental protection agencies Chlorofluorocarbon (CFC)/ Hydrochlorofluorocarbon (HCFC) Refrigerant Processing requirements. The Contractor shall keep on file all employees universal CFC/HCFC refrigerant processing certificate. CFC/HCFC Refrigerant Processing Regulations: http://www.epa.gov/Ozone/title6/608/subrecsm.html

I. The following substances have been identified as ozone depleting substances: CFC-11, CFC-12, CFC-113, CFC-114, CFC-115, Halon-1211, Halon-1301, Halon-2402, Carbon Tetrachloride, Methyl Chloroform, HCFC-22 and HCFC123.

II. The Contractor shall identify all equipment using any of the substances identified in paragraph bb and mark that equipment with a permanent type of tag, prominently displayed, identifying the type of substance and notice of the proper procedures for working with the identified substance.

III. The Contractor shall not allow any of the identified substances to escape into the atmosphere during any phase of maintaining, repairing, servicing, or disposing of air conditioning equipment. The Contractor shall recover/recycle all identified substances for reuse in existing equipment. All recovery equipment will be approved by the QCI prior to beginning work. The Contractor shall provide training to all individuals who deal with or service the equipment at these installations. Proof of training shall be made available to the QCI or its designated representative.

2.2.3. Emergency HVAC Maintenance. The Contractor shall respond to any emergency requests for HVAC as noted in section 2.1.3.2.1. Upon stabilizing the emergency, any additional required maintenance required on HVAC systems will be further categorized as either Routine Maintenance or Non-Routine Work Requests.

2.3 Sports Fields, Playgrounds and Grounds Maintenance (Objective 3) The objective is to develop, maintain, sustain, and perform a comprehensive sports fields, playgrounds, and grounds maintenance program to preserve the quality of the equipment and components to manufacturer standards through functional checks, inspecting, adjusting, servicing, repairing, and/or replacing.

Frequency. Frequency of the overall Facility Maintenance objective will be established by the PMP and DoWEA Facilities Division Global Standards – Grounds Maintenance Chart (attached). The PMP shall establish the Contractor’s course of action for efficiently meeting manufacture recommendations and standards, to include frequencies for proactively performing maintenance, repairs, and replacements to prevent failures.

Performance Standard. Performance standard for services rendered under the Facility Maintenance objective is based on adhering to the established performance frequencies. Deviation from adhering to the established performance frequencies shall result in no more than five verified complaints per month.

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop a total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

2.3.1 Routine Sports Fields Maintenance. The objective is to inspect all sports fields monthly including, but not limited to football /soccer fields, baseball diamonds, running tracks and sand pits, recreational areas and other areas that may have athletic activities. The objective includes maintenance of these Sports Fields to provide a safe area to conduct athletic activities.

Tasks associated with this objective are as follows but not limited to; Sports fields are clear of debris and holes, swept, raked, and watered as necessary to sustain and promote appropriate functionality. Defects, corrective actions, and related preparations for sporting events shall be addressed to make ready for perspective season. Annually, Government will provide season sport activity schedule for contractor to plan.

The objective includes performing minor work and repairs, defined as work that the Contractor will expend $5,000.00 or less in material costs and includes inspection, periodic and PM, operation of utilities and minor repairs incidental to schedule. Excludes damages and/or malfunctions caused by vandalism and natural disasters. Any repairs exceeding $5,000.00 in material cost shall be identified as a non-routine work request, subject to COR’s review and approval.

The Contractor shall identify, record, and take the necessary corrective action to ensure equipment and systems meet all current facility and life safety codes and record it in the Work Management System. Notify the school administration and COR of any temporary disruptions that could impact sporting activities or the educational mission and obtain written permission from the COR for any scheduled interruption.

2.3.2 Natural Grass Sports Fields Maintenance. Natural Grass Sports Fields shall be properly maintained IAW DoWEA Facilities Division Global Standards – Grounds Maintenance Chart (attached), manufacturer specification, acceptable local codes, regulations, and best practices, which includes Fertilization, Weed Control, Overseeing, Deep Tine Aeration, Earthquake, Scarifying and Sand Spreading. The COR will provide the Contractor with an annual DoWEA sport schedule and written notification 48 hours prior to required lining or athletic field mowing requirement.

a. Maintain the grass height between 4 and 8 cm. Verticut, aeration, fertilization, and watering shall be performed as necessary to maintain a healthy, green, and uniform appearance. After mowing the height of grass shall be 4 to 5 cm. Grass clippings from the athletic fields shall not accumulate in the surface of the grass at the cut level.

b. Remove clippings and other…