B08_PWS_ROCR_HVAC_Maintenance_8_19_26.docx

PERFORMANCE WORK STATEMENT (PWS)

HVAC Maintenance & Repair Rock Creek Park July 28, 2026 Revised: 8/19/2026

1.0 Background

1.1 The National Park Service (NPS), National Capital Region (NCR), Rock Creek Park (ROCR) has many structures throughout the park that require heating, ventilation, and air conditioning units (HVAC) to maintain the environment within them. These structures range from office buildings, public restrooms, small informational kiosks, park housing, historic buildings, a tennis stadium, and a visitor’s center that not only see visitors daily, but contain museum pieces(artifacts), all of which require the HVAC systems to be operating correctly at all times maintaining humidity levels and temperature fluctuations.

1.2 This is a non-personnel services contract to provide HVAC services to the National Park Service (NPS). The Government shall not exercise any supervision or control over the contractor employees performing the services herein. Such employees shall be accountable solely to the Contractor, who, in turn, is responsible to the Government.

1.3 The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the HVAC services as defined in this Performance Work Statement (PWS) except for those items specified as Government-furnished property and services.

1.4 The contractor shall also adhere to the manufacturer recommended preventative maintenance and corrective maintenance to ensure the HVAC systems in all structures are continuously and fully operational to the highest level of effective and Energy Efficient

1.5 Type of Contract: Firm Fixed-Price.

2.0 Scope

2.1 This PWS encompasses all activities associated with the operations, maintenance, testing, reporting and repairs of the listed HVAC systems for ROCR to include quarterly maintenance, regular (as needed) maintenance, and urgent maintenance.

2.2 Attachment 2 - Inventory List provides an inventory of the HVAC equipment for this contract, The Contractor shall verify the list of equipment and the information provided and update Attachment 2 to have the accurate information on all equipment within 90 days of contract award.

2.3 The Contractor is required to notify, by phone, the Contracting Officer’s Representative (COR), within eight (8) hours of any operational deficiency with and/or any equipment that requires replacement and will provide a repair quote to the CO with the notification through email within 24 hours. Contractor shall not proceed with any replacement and/or repairs without prior authorization from CO on orders Services over $2,500.00.

2.4 All equipment serviced under this contract shall be maintained as originally specified, designed, and manufactured. All replacement parts, materials, supplies and equipment shall be the manufacturers’ parts for the machine or approved equal. All material furnished by the contractor shall be new and of such quality and size to ensure that complete repairs fulfill the intended requirements of the existing equipment, design and performance. All repair, maintenance and inspections shall be done under the supervision of a Technician trained and certified for work on the specified equipment. The Contractor must furnish all labor, material, equipment, and management necessary for the maintenance and inspection of all repairs, major and minor, to keep equipment in the condition that it may be utilized at its original capacity for its intended operation.

2.5 After each scheduled inspection, service call or repair/overhaul, the Contractor shall furnish a complete written equipment report describing the work performed and email it to the COR. This report shall indicate what the equipment was like, its location, who serviced it, and what maintenance was conducted amongst other information and in a format agreed to between the COR and Contractor. The Contractor shall furnish these reports for each piece of equipment that is serviced and shall be provided monthly for scheduled maintenance or within 24 hours of repair work to the COR via email.

3.0 The nature of the work required to maintain these devices may require confined space entry and cramped hard to access points. The number and physical arrangement of these areas present a supervisory and quality control challenge. All system disruptions at work sites require advanced coordination. Site work must be scheduled and prepared for to ensure work proceeds smoothly; as system shut offs, if needed for work, must be coordinated with those who will be affected by them General Information

3.1 General Maintenance Requirements:

3.1.1 The contractor shall establish and execute an effective system for accomplishing scheduled preventative maintenance and repairs. The contractor shall submit to the COR within 90 calendar days after contract award:

3.1.1.1 Proposed quarterly preventative maintenance schedule in a 12-month/quarterly calendar style format based on the equipment/site needs.

3.1.1.1.1 Contractor must consider the winter/spring system change overs and ensure adequate personnel for testing and verify systems.

3.1.1.2 Proposed maintenance requirements to be performed on the equipment. This is a detailed description of what and how the maintenance will be done with each scheduled service.

3.1.1.3 Note: These submissions once approved shall not supersede any requirements within PWS and shall be used to assist in QC/QA.

3.1.2 The Contractor shall have the following licenses/certifications and provide copies with proposal:

3.1.2.1 Refrigeration and air conditioning mechanic's license/certification

3.1.2.2 Boiler mechanic certification

3.2 Scheduling and Reporting:

3.2.1 Daily investigation of issues with units throughout the park will occur as systems require checks to determine operational issues outside of set points.

3.2.1.1 These investigations may lead to the need for repairs and a quote for the repair with labor and materials broken out will be requested. Quotes will be emailed to CO only.

3.2.2 Regular quarterly HVAC maintenance shall be scheduled in accordance with the schedule, submitted by the Contractor, and agreed to by the COR.

3.2.2.1 All HVAC equipment/systems at each site listed is part of this contract including HVAC equipment not identified in Attachment 2.

3.2.3 All services, preventative maintenance, and repairs that are scheduled must be completed during the timeframe scheduled.

3.2.4 After scheduled maintenance, inspections, or repairs/overhauls, the Contractor shall furnish a complete written report describing the work performed. This report shall indicate what the equipment was like, its location, who serviced it, and what work was conducted, and in a format agreed to between the COR and Contractor and provide it with the invoice by email to the COR 5 business at the end of the month.

3.2.4.1 The Contractor shall furnish these reports for each piece of equipment to the COR monthly when work is done in a particular month.

3.2.4.2 If no work is performed in a particular month no report is required.

3.2.4.3 Repairs/service call reports will be provided within 24 hours of repair work to the COR via email.

3.2.5 For any major repair work that requires the shutdown of all or part of the system necessary to perform any work:

3.2.5.1 The COR/POC must be notified by writing by email at least twenty-four (24) hours in advance of when scheduled work is to be performed.

3.2.5.2 The notification must include the length of time for the proposed shutdown.

3.2.5.3 Repairs that may cause tenant disruption due to the nature of the repair shall be performed outside of official facility occupancy hours as needed.

3.2.5.4 If they are delays that require an extended time beyond what was proposed in the written notification, the Contractor must inform the COR in writing by email of the continued delays with an estimated time frame for everything being back online as soon as it is known.

3.3 Hours of Operation:

3.3.1 The standard hours of operation are 6:30 am to 3:30 pm Monday through Friday. Work can be performed outside these hours but must first be coordinated and approved by the COR.

3.3.2 The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor should keep in mind that the stability and continuity of the workforce are essential.

3.4 Recognized Federal Holidays and Other Government Directed Closings:

3.4.1 The Contractor is not required to work on Federal holidays. The following is a list of current recognized Federal Holidays:

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

3.5 Periodic Meetings:

3.5.1 The Contractor is expected to attend any post award orientation convened by the Government The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the Contractor's performance. At these meetings the COR will appraise the Contractor of how the Government views the Contractor's performance and the contractor will appraise the Government of problems, if any, being experienced. Appropriate action should be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

3.6 Site Cleaning/Conditions:

3.6.1 Equipment vaults, rooms, and/or areas as well as the equipment must be maintained in clean and orderly environment.

3.6.2 During quarterly maintenance the contractor shall ensure all designated HVAC maintenance areas and HVAC equipment are cleaned up and all drains are free of debris. The Contractor shall report and issues to the COR by email and provide pictures of any housekeeping issues.

3.6.3 During quarterly maintenance the Contractor shall ensure all HVAC equipment in rooms/areas is cleaned as well as any compartments they have around the equipment.

3.6.4 Upon commencement of this contract and during initial inspections/equipment checks the contract will take pictures of any vaults or rooms/areas that are congested with Park materials, equipment, etc. or are extremely dirty and provide that evidence to the COR via email. The COR will not hold the contract responsible for anything reported at the beginning of the contract showing excessive filth or items in areas.

3.7 Minimum Staffing/Coverage Requirements:

3.7.1 Key Personnel

3.7.1.1 The contractor shall assign Superintendent/Site Manager who shall be an employee of the prime contractor. They shall be available physically onsite, by email and phone with the capability of responding during business hours within one (1) hour of receiving a call or email from the CO/COR. This shall be achieved by providing one phone number and email to the CO/COR to call for this requirement, not a list of numbers and personnel names.

3.7.1.2 The Project Manager manages all maintenance, repairs, service calls and other related activities required by this contract; leads the on-site technical team and serves as technical point of contact for the performance of this contract.

3.7.1.3 All Key Personnel shall be available for all meetings.

3.7.1.4 The Contractor Key Personnel must be fluent in English. The Project Manager and Superintendent/Site Manager shall be responsible for the performance of daily work. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

3.7.1.5 The Project Manager shall be available between 7:00 a.m. to 3:00 p.m. ET, Monday through Friday, except Federal holidays or when there is a government directed closing.

3.7.2 Other Technical Personnel Requirements:

3.7.2.1 Identification of Contractor Employees:

3.7.2.1.1 All contract personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

3.7.2.1.2 The Contractor shall require its employees to wear distinctive uniform clothing, safety shoes and shall assure that every employee is in uniform when performing contracted activities at the park.

3.7.2.1.3 The uniform shall have the Contractor’s name, easily identifiable, permanently attached above the waist.

3.7.2.1.4 Workwear should be appropriate for the work being performed. Coats/jackets if needed or worn should be appropriate and like appearance as the uniform worn.

3.7.2.1.5 The contractor shall perform preventative maintenance on all equipment on the attached equipment list and in accordance with manufacture’s recommendations and frequencies. See 3.2.2.1

4.0.1 Maintenance Reporting Requirements (Deliverables):

4.0.1.1 The contractor shall perform preventative maintenance and other reports, as listed in the table below, to the COR by email.

4.0.1.2 Reports will contain a detailed description of work performed and an analysis of the work that was performed on each task.

4.0.1.3 Reports shall have the technician and company name, with contact info, of who performed the work and who inspected and approved of work when complete.

4.0.1.4 The COR shall immediately be notified of all damaged facility system(s), Government property, disrupted Government operations, and any personal injury.

DELIVERABLES

Equipment Maintenance Checklist/Service Report (Furnish a complete written report describing the work performed. This report shall indicate what the equipment was, its location, who serviced it, and what maintenance was conducted)

Repair/Service Call reports. (Furnish a complete written report describing the work performed. This report shall indicate what the equipment was, its location, who serviced it, and what maintenance was conducted)

4.1 Task 2: Regular, and Urgent Maintenance:

4.1.1 Regular and urgent maintenance refers to both scheduled and unscheduled tasks necessary to prevent the failure of equipment or system components, including ducts. This maintenance may be identified through preventive measures, routine inspections, or observations conducted by either the Contractor or Government personnel, and it may or may not originate from a service call. The contractor shall:

4.1.1.1 Report any findings immediately by phone or email to the COR. Estimates may be required after discussions with COR about the issue; however, quotes shall only be emailed to the CO only.

4.1.1.2 Report any non-emergency issues that require repairs and/or replacements or may lead to a repair and/or replacement to the COR within eight (24) hours by phone or email of the finding. This will be followed up with a quote emailed to the CO only within 24 hours.

4.1.2 If a repair or replacement is needed, the Contractor shall provide a quote to the CO only describing the labor and material costs for the repairs.

4.1.3 If the Government identifies an issue, and the COR reaches out to the Contractor, the Contractor must respond within twenty-four (24) hours during normal working hours of receiving the notification. The notification and response may be in writing

4.1.4 The COR and the Contractor will review the identified issue and discuss repair options and other relevant information and the contractor will provide a quote for the repair to the CO only. A time frame for repairs should also be provided and any changes to it will also be sent to the CO by email to ensure accurate communication.

5.0 Period of Performance

Note: The period of performance may be adjusted at the time of award to capture a full year’s service.

6.0 Performance Standards

6.1 Quality Control (QC): The contractor shall develop and maintain an effective, written quality control plan that ensures all services are performed in accordance with the PWS, using established procedures to identify, prevent, and ensure the non‑recurrence of defective services. This plan serves as the contractor’s method for assuring that its work complies with all contract requirements and must be submitted to the Government within 30 calendar days after contract award.

6.1.1 The QC plan must identify resources and include procedures to maximize quality and ensure completion of each task during the established period of performance.

6.1.2 The Contractor’s organizational structure for its QC process shall establish a plan that minimizes potential conflicts of interest between the offeror’s personnel that performs the maintenance work and the personnel that will inspect the work.

6.1.3 The contractor shall submit a comprehensive written QC plan to the CO and COR within (30) Calendar working days of contract award, and when changes are made thereafter, if any.

6.1.4 After acceptance of the QC plan, the contractor shall receive the CORs acceptance in writing of any proposed change to his QC system.

6.2 Quality Assurance (QA):

6.2.1 The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). This plan can be found as Attachment 7 – Quality Assurance Surveillance Plan. The QASP is a living Government document and is as follows:

and agreed with the COR for

Each piece of equipment based on the preventative maintenance section of the

PWS. The checklist will be used as the report for every time a piece of equipment is serviced and submitted to the

COR with 5 working days of the end of each month by email.

reported with monthly equipment sheets to COR, Random Inspection Payment will be delayed until AQL is Met. Vendor shall reperform until AQL is Met at no additional cost to the government

6.3 Additional Applicable Performance Requirements:

6.3.1 Perform all work in an efficient, safe, and timely manner.

6.3.2 All work, parking of vehicles, and all other operations in connection with this contract shall be confined to the specified hours and work areas designated and approved in writing by the COR.

6.3.3 Without expense to the Government, be responsible for obtaining any necessary licenses and permits, and comply with any applicable Federal, State, and municipal laws, codes, and regulations.

6.3.4 Be responsible for repair and/or replacement of any portion of building structures, or landscape features damaged by the contractor’s activity. All the identified areas that are found to be damaged shall be restored, repaired, or replaced by the contractor at no expense to the Government.

6.4 Appendix A: List of Acronyms

6.4.1 CO: Contracting Officer

6.4.2 COR: Contracting Officer Representative

6.4.3 FAR: Federal Acquisition Regulation

6.4.4 HVAC: Heating, Ventilation, and Air Conditioning

6.4.5 IPP: Internet Payment Platform

6.4.6 ROCR: Rock Creek Park

6.4.7 NCR: National Capital Region

6.4.8 NPS: National Park Service 10.2.10NTE: Not to Exceed 10.2.11O&M: Operation and Maintenance

10.2.12 POC: Point of Contact

10.2.13 PWS: Performance Work Statement

10.2.14 QA: Quality Assurance

10.2.15 QASP: Quality Assurance Surveillance Plan

10.2.16 QC: Quality Control

10.2.17 QCP: Quality Control Plan

6.5 Appendix B: Glossary of Terms

6.5.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this call order refers to the prime.

6.5.2 CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

6.5.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

6.5.4 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

6.5.5 EQUIPMENT. All machinery and equipment, together with the necessary supplies for upkeep and maintenance, including tools and apparatus necessary for the proper construction and acceptable completion of the work.

6.5.6 LABOR STANDARDS PROVISIONS. Those statutory and regulatory requirements pertaining to the Contractor’s employees and employment practices.

6.5.7 MATERIALS. Any substances for use in the construction of the project and its appurtenances.

6.5.8 NOTICE OF NONCOMPLIANCE. A written notice from the Contracting Officer’s representative or inspector which documents, for the Contractor’s attention, specific performance deficiencies.

6.5.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

6.5.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

6.5.11 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An

organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

6.5.12 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

6.5.13 SPECIALTY PRECISION CLEANERS AND SOLVENTS. Cleaners and solvents used in specialty applications. These materials may be used in neat solutions, diluted with water, or in hand wiping applications.

6.5.14 SPECIFICATIONS. A general term applied to all written directions and requirements pertaining to performance of work.

6.5.15 SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have a contract with the subcontractor.

6.5.16 UTILITY SERVICES. Are services such as electricity, gas, steam, water, and sewage.

6.5.17 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

6.5.18 WORK WEEK. Monday through Friday, unless specified otherwise.

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