B08 Solicitation W912HZ24R0025_17Jun2024.pdf

CODE

(Hour)

PAGE(S)

until 03:00 PM local time 18 Jul 2024

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A X B X C

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X G F 90 - 108

109 - 119 X H 120 - 128 anna.crawford@usace.army.mil

RATING PAGE OF PAGES

7. ISSUED BY

(Date)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

Previous Edition is Unusable 33-134 STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA FAR (48 CFR) 53.214(c)

1 128

(If other than Item 7)

15A. NAME 16. NAME AND TITLE OF PERSON AUTHORIZED TO

AND

ADDRESS

SIGN OFFER (Type or print)

OF

OFFEROR

AMENDMENT NO. DATE

15B. TELEPHONE NO (Include area code) 17. SIGNATURE15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

18. OFFER DATE

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

W912HZ 8. ADDRESS OFFER TO

See Item 7

9. Sealed offers in original and 1 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and

See Section L conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME (NO COLLECT CALLS)

ANNA CRAWFORD 601-634-5320

11. TABLE OF CONTENTS

SOLICITATION/ CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/ COSTS

2 - 8

X I CONTRACT CLAUSES

DESCRIPTION/ SPECS./ WORK STATEMENT X

PACKAGING AND MARKING

9 - 26 J LIST OF ATTACHMENTS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

X K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

CONTRACT ADMINISTRATION DATA 29 X

SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror) 30 - 31 X M

L INSTRS., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments

AMENDMENT NO. DATE

to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period

SOLICITATION, OFFER AND AWARD

X

(X) SEC. DESCRIPTION (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

EMAIL:TEL: (Signature of Contracting Officer)

CODE CODE

B. TELEPHONE (Include area code) C. E-MAIL ADDRESS

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( ) (4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

PART IV - REPRESENTATIONS AND INSTRUCTIONS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

32 - 76

PART II - CONTRACT CLAUSES

ERDC CONTRACTING OFFICE

3909 HALLS FERRY ROAD

VICKSBURG MS 39180-6199

FAX:

TEL:

FAX:

TEL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

77 - 89

6. REQUISITION/PURCHASE NO.5. DATE ISSUED

17 Jun 2024

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

[ X ]

3. SOLICITATION NO.

W912HZ24R0025

Section B - Supplies or Services and Prices

SECTION B

NOTE: Award will be made as a whole to one offeror. All services shall be in accordance with the attached PWS.

BIDDING SCHEDULE

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 FFP 12 Months $___________ $_____________

BASE YEAR

Mechanical Maintenance – Preventive maintenance, minor repairs, and monitoring critical equipment in accordance with the Performance Work Statement FOB: Destination

0002 COST 1 Job $ 1,000,000.00_ $ 1,000,000.00__

BASE YEAR

Mechanical Maintenance – Major Deficiency Repair, Equipment Replacement or Upgrade (Unit Replacement), and Service Calls in accordance with the Performance Work Statement FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________ Labor Double Time Rate - $________ Parts, Equipment, and Unit Replacement Markup Percentage - _______%

0003 COST 1 Not to exceed $ 600,000.00__ $ 600,000.00__

BASE YEAR

Mechanical Maintenance – IDIQ Task Order Capacity, Equipment Repair and Replacement in accordance with the Performance Work Statement.

FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

TOTAL BASE YEAR $_______________

1001 FFP 12 Months $___________ $_____________

OPTION YEAR 1

Mechanical Maintenance – Preventive maintenance, minor repairs, and monitoring critical equipment in accordance

1002 COST 1 Job $ 1,050,000.00_ $ 1,050,000.00_

OPTION YEAR 1

Mechanical Maintenance – Major Deficiency Repair, Equipment Replacement or Upgrade (Unit Replacement), and Service Calls in accordance with the Performance Work Statement FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

1003 COST 1 Not to exceed $ 630,000.00_ $ 630,000.00_

OPTION YEAR 1

Mechanical Maintenance – IDIQ Task Order Capacity, Equipment Repair and Replacement in accordance with the Performance Work Statement.

FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

TOTAL OPTION YEAR 1 $_______________

2001 FFP 12 Months $___________ $_____________

OPTION YEAR 2

Mechanical Maintenance – Preventive maintenance, minor repairs, and monitoring critical equipment in accordance

2002 COST 1 Job $_1,102,500.00_ $_1,102,500.00_

OPTION YEAR 2

Mechanical Maintenance – Major Deficiency Repair, Equipment Replacement or Upgrade (Unit Replacement), and Service Calls in accordance with the Performance Work Statement FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

2003 COST 1 Not to exceed $ 661,500.00_ $ 661,500.00_

OPTION YEAR 2

Mechanical Maintenance – IDIQ Task Order Capacity, Equipment Repair and Replacement in accordance with the Performance Work Statement.

FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

TOTAL OPTION YEAR 2 $_______________

3001 FFP 12 Months $___________ $_____________

OPTION YEAR 3

Mechanical Maintenance – Preventive maintenance, minor repairs, and monitoring critical equipment in accordance

3002 COST 1 Job $ 1,157,625.00 $ 1,157,625.00

OPTION YEAR 3

Mechanical Maintenance – Major Deficiency Repair, Equipment Replacement or Upgrade (Unit Replacement), and Service Calls in accordance with the Performance Work Statement FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

3003 COST 1 Not to exceed $ 694,575.00 $ 694,575.00

OPTION YEAR 3

Mechanical Maintenance – IDIQ Task Order Capacity, Equipment Repair and Replacement in accordance with the Performance Work Statement.

FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

TOTAL OPTION YEAR 3 $_______________

4001 FFP 12 Months $___________ $_____________

OPTION YEAR 4

Mechanical Maintenance – Preventive maintenance, minor repairs, and monitoring critical equipment in accordance

4002 COST 1 Job $ 1,215,506.00 $ 1,215,506.00

OPTION YEAR 4

Mechanical Maintenance – Major Deficiency Repair, Equipment Replacement or Upgrade (Unit Replacement), and Service Calls in accordance with the Performance Work Statement FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

4003 COST 1 Not to exceed $ 729,303.00_ $ 729,303.00_

OPTION YEAR 4

Mechanical Maintenance – IDIQ Task Order Capacity, Equipment Repair and Replacement in accordance with the Performance Work Statement.

FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

TOTAL OPTION YEAR 4 $_______________

5001 FFP 6 Months $___________ $_____________

OPTION 6 MONTHS

Mechanical Maintenance – Preventive maintenance, minor repairs, and monitoring critical equipment in accordance

5002 COST 1 Job $ 607,753.00_ $ 607,753.00_

OPTION 6 MONTHS

Mechanical Maintenance – Major Deficiency Repair, Equipment Replacement or Upgrade (Unit Replacement), and Service Calls in accordance with the Performance Work Statement FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

5003 COST 1 Not to exceed $ 364,651.00_ $ 364,651.00_

OPTION 6 MONTHS

Mechanical Maintenance – IDIQ Task Order Capacity, Equipment Repair and Replacement in accordance with the Performance Work Statement.

FOB: Destination

Rates:

Labor Regular Hourly Rate - $________ Labor Overtime Rate - $________

TOTAL OPTION 6 MONTHS $_______________

TOTAL BASE YEAR PLUS ALL OPTION YEARS

PLUS 6 MONTHS OPTION $_______________

B. MAXIMUM FULLY BURDENED RATE SCHEDULE:

B.1 The hourly rates proposed shall be the maximum fully burdened hourly labor rates paid on Major Deficiency Repair, Equipment Replacement or Upgrade, Service Calls and Task Orders on a Task Order basis for each labor category, regardless of whether the proposed labor is for the prime contractor or a subcontractor. The maximum fully burdened rates shall include all overheads, general and administrative expenses (G&A), and profit.

Variations in the anticipated indirect cost rates shall be incorporated into the submission of the maximum hourly labor rates.

B.2 The rates proposed and determined fair and reasonable for purposes of the award will be incorporated as part of the contract and will be in effect during the life of the contract, which shall include the entire 5.5-year ordering period, and variations in the anticipated indirect cost rates shall be incorporated into the submission of the maximum labor rates. As individual task orders are solicited, the Contractor may propose lower rates but in no event can the rates in this schedule be exceeded.

B.3 Reference the Performance Work Statement, Section C, Labor Category Definitions, for a summary of each labor category identified. These definitions are provided as a baseline for establishing the labor categories that the Government has deemed necessary for the services specified in this requirement, and as a basis for comparison for price analysis purposes. The Contractor shall be responsible for determining the appropriate labor category and rate in this schedule for his/her personnel and shall specify the appropriate labor category from this schedule for all personnel proposed on the individual task orders.

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

Performance Work Statement Mechanical Maintenance Services

Directorate of Public Works Engineering Research and Development Center

US Army Corps of Engineers

1.0 PURPOSE AND SCOPE.

This Performance Work Statement (PWS) sets forth the requirements for the Contractor to maintain the mechanical equipment at the U.S. Army Corps of Engineers Engineering Research and Development Center (ERDC) 3909 Halls Ferry Road, Vicksburg, MS. The purpose is to maintain the equipment such that they are functioning efficiently with minimum disruption in performance and in accordance with the manufacture’s specifications. The Vicksburg Campus is located approximately two miles south of Interstate 20 and consists of approximately 80 Buildings and situated on approximately 800 acres.

The Contractor shall provide all management, quality control, labor, supervision, parts, materials, tools, equipment, supplies, and transportation to perform in accordance with this statement of work unless otherwise specified.

Mechanical equipment to be maintained includes but not limited to: heating, ventilation and air-conditioning systems; humidity control systems; fume hoods; environmental chambers; special laboratory equipment; air compressors; pneumatic controls and other mechanical systems. An Equipment Inventory, which the Contractor shall maintain and keep current, is included as Exhibit A.

The Equipment Inventory will be provided to the Contractor in an electronic format (Microsoft Access) after contract award. At contract termination, or at any time requested, the Contractor shall provide the Equipment Inventory in electronic format to the Contracting Officer’s Representative (COR) within 5 working days.

During the possible 5.5 year period of performance of this contract the government may add or remove mechanical equipment to/from the Equipment Inventory that the Contractor is responsible for maintaining. Additions may be due to the construction or acquisition of new buildings, facilities or equipment; removals may be due to the replacement or obsolescence of existing buildings, facilities or equipment.

The Contractor services shall include: routine and scheduled maintenance; inspection; repair;

installation; startup; modification or adjustment as required for the systems to operate and perform as intended and/or specified herein.

2.0 CONTRACTOR PERSONNEL

2.1 General. All Contractor personnel shall be able to read, write, speak and understand English and shall possess good written and verbal communications skills. In general, the Contractor shall provide trained and experienced service technicians to provide quality preventative maintenance and repair services in accordance with manufacture’s specifications and common industry standards. A list of Contractor Personnel shall be submitted to the COR for approval.

2.2 KEY PERSONNEL LICENSING/CERTIFICATIONS

A. HVACR Technicians - At least three (3) of the Contractor’s technicians proposed shall be North American Technician Excellence (NATE) certified and shall maintain that certification throughout the contract.

B. Chiller Technician – At least one (1) of the Contractor’s technicians proposed shall be certified to perform work on McQuay Magnetic Levitation Chillers. All licenses and certifications shall be current throughout the contract.

C. Electrical Technician – Troubleshooting may require access to control or electrical panels. Personnel accessing panels shall have NFPA 70E Compliance and Arc Flash Safety training. Wiring for new installations shall be performed by Mississippi Licensed Electricians. All licenses and certifications shall be current throughout the contract.

D. Backflow Prevention Certification-At least one (1) of the Contractor’s technicians proposed shall be certified in backflow prevention and shall maintain that certification throughout the contract.

2.3 Key Personnel. Prior to removing, replacing or diverting any of the key individuals proposed in the Contractor’s proposal for this contract, the Contractor shall notify the Contracting Officer reasonably in advance. The key personnel may, with the consent of both parties to this contract, be amended from time to time during the course of the contract to add or delete personnel, as appropriate.

2.4 Licensing and Certification Related Training - The Contractor shall be responsible for all training costs and expenses to maintain any required licensing and/or certifications for all personnel.

3.0 PRESENT OPERATING CONDITIONS.

The subject mechanical systems at ERDC are currently being maintained and operated and the mechanical equipment of the systems is in good working condition. The present operating conditions are subject to change as the mission requirements of ERDC change. The Contractor shall maintain the mechanical systems according to the ERDC requirements as defined by this Statement of Work. At times it becomes necessary for the government to interrupt utility services to the specified Buildings. The government will notify the Contractor promptly when a utility interruption is required and the Contractor shall shut down and start up the mechanical systems where necessary. Certain systems have the potential to be operated 24 hours per day, 7 days per week, year round.

4.0 PREVENTATIVE MAINTENANCE

The preventative maintenance services are those that shall be done on a scheduled basis to keep the mechanical systems operating and functioning efficiently, minimize breakdowns, avoid costly repairs and extend the service life through periodic inspection, adjustment, lubrication, parts replacement and cleaning. All preventative maintenance on mechanical equipment, including controls, shall be performed at a frequency and in accordance with industry standards and manufacturer’s recommendations at a minimum.

4.1 Preventive Maintenance Schedule. The Contractor shall prepare and keep current a preventative maintenance schedule. The schedule shall include the same equipment and building identification that is used in the Equipment Inventory. The Contractor shall keep records of the maintenance as it is performed and shall be in sufficient detail for the monthly reporting requirements. The Preventive Maintenance Schedule shall be submitted to the COR within 14 calendar days of award.

4.2 Preventative Maintenance shall be performed between the hours of 7:00 AM and 4:30 PM Monday through Friday, excluding federal holidays.

4.3 The Contractor shall inform the COR of any adverse conditions which is producing, or which has the potential to produce, a detrimental effect on a system or component discovered while performing preventative maintenance on the day it is discovered. Adverse conditions shall be reported immediately to the COR.

4.4 All Preventative Maintenance costs shall be included in the Monthly Preventative Maintenance Contract Line Item. No additional costs shall be charged to the government for preventative maintenance including parts, labor, equipment, materials, transportation, tools or supervision.

4.5 Vibration analysis shall be performed on all cooling towers on an annual basis. It is required to perform FFT( Fast Fourier Transform) analysis using a frequency range from 0-6,000 CPM (Cycles Per Minute) with at least 800 lines of resolution.

4.6 Pressure testing shall be performed on all Air Compressor tanks during the base year and option year three per manufactures recommendations and ratings, excluding portable Air Compressors with 60-gallon tanks or smaller. If hydrostatic testing is performed all moisture shall be removed before returning equipment to service.

4.7 Eddy Current testing shall be performed by a third party on all centrifugal chillers during the base year and option year three. If testing results indicate damage is or may be occurring, then Eddy Current testing shall increase in frequency to be performed annually thereafter.

5.0 PREVENTIVE MAINTENANCE MINOR REPAIRS AND MONITORING. The

following parts, supplies, materials, and services shall be included in the fixed monthly Preventative Maintenance Contract Line Item. All minor repairs shall be performed in accordance with standard industry practices and equipment manufacture’s recommendations. All replacement parts and components shall be new and from the original equipment manufacturer where available. Where not available, parts and components shall meet or exceed the original equipment manufacture’s specifications. The use of any part that is not new (i.e., Refurbished) shall require COR approval.

5.1 Preventive Maintenance Minor Repairs List

Minor Repairs and Miscellaneous Supplies. The following parts, supplies, materials and services shall be included in the fixed monthly Preventative Maintenance Contract Line Item:

Parts and Installation Services Thereof:

Filters, hoses, belts, electrical fuses less than 30 amps and all items necessary to meet manufacturer’s maintenance schedules.

Expendable Supplies:

Shop rags, fastening hardware such as nuts, bolts, screws, oil dry, electrical connectors, electrical tape, duct tape, ties, coil cleaning materials etc.

System Startup and Shutdown:

System startup and shutdown for seasonal changeover System startup and shutdown due to utility interruptions during normal working hours

HVAC Chemical Treatment:

Chemical treatment of all closed loop systems Chemical treatment for cooling towers Chemical treatment required for repairs outside of preventive maintenance will be performed and reimbursed as part of the service call.

System adjustment:

Thermostat, temperature, system reset, breaker reset, VAV box calibrations and air flow adjustments.

5.2 PREVENTIVE MAINTENANCE MONITORING OF CRITICAL EQUIPMENT

The performance of certain equipment is critical to the operation of various assets and projects. This equipment shall be monitored at least once a day (unless more frequent monitoring is required by the manufacture) 7 days a week, 365 days a year (including weekends and federal holidays) and must be maintained in operating condition due to the impact on various operations performed by ERDC. This equipment shall be checked in accordance with the manufacturer’s recommendation and all data for the major equipment shall be recorded daily. Associated auxiliary equipment (pumps, regulators, water supply, etc.) shall be visibly inspected. Any critical abnormalities shall be reported to the COR or designated government official immediately. See Exhibit 2 for a list of equipment included in critical monitoring.

5.3 All Monitoring costs are considered preventative maintenance and shall be included in the preventative maintenance Contract Line Item. No additional costs shall be charged to the government including labor, equipment, transportation, tools or supervision.

6.0 MAJOR DEFICIENCY REPAIR

Major Deficiency Repair work is defined as requirements which are beyond the scope of the periodic maintenance and minor repairs. The Government will provide the Contractor with a scope of work for all approved major deficiency repair work, the Contractor shall have a single Project Manager as point of contact (POC) for all major deficiency repairs. The Contractor shall provide a written firm fixed price estimate to the Government for all major deficiency repair work and it must be approved prior to work being performed, the total cost of a Major Deficiency repair shall include the Contractor’s labor rate, and material costs plus markup. Major Deficiency Repairs shall not exceed the Firm Fixed price proposal accepted by the Government.

Major Repairs/Service Calls are all repairs not listed under Minor Repairs. All repairs shall be performed in accordance with standard industry practices and equipment manufacture’s recommendations. It is noted that major repairs shall include both service calls that require labor only and service calls that require both labor and parts. Any equipment requiring removal from ERDC for repair shall require prior written approval from the COR.

All replacement parts and components shall be new and from the original equipment manufacturer where available. Where not available, parts and components shall meet or exceed the original equipment manufacture’s specifications. The use of any part that is not new (i.e.

Refurbished) shall require COR approval. All repair work shall be promptly and fully completed such that all components have been reassembled as originally designed, whether cosmetic or functional. Repair work shall be of high quality so as to minimize or eliminate call backs for the same problem. The Contractor shall respond to all service calls that are received by phone and through the work order desk.

6.1 PROVIDING PROPOSALS FOR MAJOR DEFICIENCIES REPAIR WORK

The Contractor shall have a single Project Manager as POC for all Major Deficiency Repairs.

The Contractor shall provide a written estimate within five (5) business days of receiving a scope of work from the Government. Proposals shall include a description of the work to be accomplished and a detailed breakdown of labor hours and material costs necessary to satisfy the requirements of the scope of work. The proposal shall also include a schedule of work and a start and completion date. The Contractor’s labor rate and part/equipment markup shall be consistent with the contract and the Contractor shall provide documentation to the COR (i.e., quotes, catalog sheets, etc.) to support all direct material costs over $3,000.00.

1) COR shall submit a Scope of Work describing the requirement to the Contractor.

2)The Contractor shall provide a written Repair estimate based upon the scope of work furnished by the COR.

Repair estimate shall include:

a. A Description of the work to be accomplished and a detailed breakdown of required labor man-hours and Contractor-provided materials necessary to satisfy the requirement. The proposal shall not include overhead, travel, vehicle, or per-diem charges, these costs shall be included in the Contractor’s Composite Labor Rate and parts/equipment markup. The proposal shall include the corresponding labor rate agreed upon in the contract as well as the cost for supplies/parts/equipment plus the agreed upon markup for material/parts/equipment.

b. The cost of work to be accomplished, with labor and materials separately listed.

c. A schedule of work, including a start and completion date.

d. The Contractor shall provide documentation (i.e. quotes, catalog sheets, etc.) to support all material/parts/equipment costs that individually exceed $3,000.00.

e. The Contractor shall not perform the service or procure any supplies/parts/equipment without prior approval. After approval of the proposal the Contractor has 3 working days to start the task from parts delivery.

6.2 Major Repairs – For Major repairs the Contractor shall submit an estimate to the COR for approval. The estimate shall include the corresponding labor rate agreed upon in the contract as well as the percentage markup agreed upon for any parts/equipment. For Major repairs requiring a part(s) that individually exceed $3,000.00 in cost the Contractor shall submit 3 quotes for the part(s) along with the detailed estimate required for approval. The estimate shall include the corresponding labor rate agreed upon in the contract as well as the percentage markup agreed upon for any parts/equipment. The Contractor shall not perform the service or procure any parts without prior approval. See contract clause 52.244-5, Competition in Subcontracting.

6.3 – Special lifting Equipment- The cost of special lifting equipment required for repairs or installation shall be paid as actual costs with no contract markup.

6.4 ACCEPTING REPAIR ESTIMATES

The Contractor shall not perform the service or procure any supplies/parts/equipment without prior approval. After approval of the estimate the Contractor shall begin work within 3 working days of parts delivery. The Contractor shall perform work identified as major deficiencies repair work in accordance with the Contractor’s firm fixed price estimate.

7.0 EQUIPMENT REPLACEMENT OR UPGRADE (UNIT REPLACEMENT).

During the term of this contract the Government may deem it more economical to have the Contractor replace or upgrade existing equipment versus repair. The Contractor shall only invoice and be reimbursed for the actual cost of the unit plus the contract markup. Such equipment shall be maintained at no additional cost to the government and incorporated into the Contractor’s preventative maintenance schedule. For Unit Replacements, the same procedures detailed under section 6.0 Major Deficiencies Repair shall be used. Government furnished units provided to the Contractor for installation also follow the same procedures detailed under section

6.0 Major Deficiencies Repair. The Contractor shall provide documentation to the COR (i.e.

quotes, catalog sheets, etc.) to support all direct material costs.

Three (3) quotes must be obtained and forwarded to the COR for review and the COR’s written approval prior to equipment replacement or upgrade purchases.

8.0 SERVICE CALLS

Service calls are defined as Major Deficiency Repair Work, the same procedures detailed under section 6.0 Major Deficiencies Repair shall be used. The Contractor shall respond as appropriate to all service calls generated by the Government. The Contractor shall perform service call work as necessary to determine the cause of system failure or equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition.

A single telephone number shall be provided by the Contractor for receipt of all service calls.

An individual fully familiar with the Contractor's work control procedures and the terms and conditions of this contract shall answer all telephone calls. Service calls shall be considered received by the Contractor at the time and date the telephone call is placed by an authorized Government representative.

The Contractor shall provide a call support service by phone 24 hours a day, 7 days a week, 365 days a year (including weekends and federal holidays).

8.1 Service Calls (Regular Duty Hours). The Contractor shall respond on-site with a qualified technician within 10 minutes of initial call to the Contractor’s service support number during the hours of 7:00 AM and 5:00 PM, Monday through Friday.

8.2 Emergency Service Calls (Off-Duty Hours). The Contractor shall respond on-site with a qualified technician within 2 hours of the initial call to the Contractor’s service support number outside of the hours of 7:00 AM and 5:00 PM, Monday through Friday.

8.3 SERVICE CALL PROCEDURE

1. Respond timely to each service call as required.

2. Check in with COR upon arrival on site.

3. Troubleshoot and diagnose problems with the system and equipment.

4. Adjust, calibrate, and lubricate, as necessary and correct any minor deficiencies.

5. Start machine and insure proper operation.

6. If no further action is necessary, the Contractor shall notify the COR, that the machinery or equipment is functioning properly, prior to departing the facility.

7. If the machinery or equipment requires repair, the Contractor shall immediately notify the COR that the machinery or equipment is not functioning properly. The repairs shall then be accomplished using the same procedures detailed under section 6.0 Firm Fixed Price Major Deficiencies Repair.

9.0 TASK ORDERS

The Contractor shall have a single Project Manager as the Government’s point of contact for all Task Orders. This contract may be used for the repair, replacement, or addition of any mechanical equipment at the ERDC that is determined to be included under this scope of work.

Task Orders (TO) shall be accomplished in accordance with this contract and will be funded and utilized on an as needed basis.

9.1 Work will be issued by firm-fixed price task orders. It is anticipated that the estimated workload of Task Orders under this contract is $600,000.00 per option year. There is no minimum guarantee for this contract.

TASK ORDER LIMITATIONS:

a. Minimum order: The minimum total for any one task order under this contract is $10,000.00.

b. Maximum order: The maximum total for any one task order under this contract is $600,000.00.

9.2 Task Order Performance -- The Contractor shall comply with the following stipulations:

(1) The Contracting Officer (KO) will issue a Request for Proposal (RFP) describing each individual TO on an as needed basis. The Contractor shall perform an on-site assessment of the RFP within five (5) working days of issuance of the RFP. Each RFP shall, at a minimum, describe the desired work, list any materials being provided by the Government, and period of performance.

(2) The Contractor shall provide a Cost Proposal to the KO within Seven (7) working days of assessing the RFP. Cost Proposals shall include:

a. A Description of the work to be accomplished and a detailed breakdown of required labor man-hours and Contractor-provided materials necessary to satisfy the requirement. The proposal shall not include overhead, travel, vehicle, or per-diem charges, these costs shall be included in the Contractor’s Composite Labor Rate and material/parts/equipment markup.

b. The cost of work to be accomplished, which shall include the Contractors composite labor rate and material/parts/equipment direct costs plus markup.

i. Composite labor rates shall consist of direct wages, health and welfare benefits, FICA, and other fringe benefits. Travel, operational and material overhead and profit shall also be included.

ii. Direct material cost shall be the cost to the Contractor for parts, equipment, and components required to complete the work. Documentation (i.e.

quotes, catalog sheets, etc.) to support all direct material costs shall be provided with each proposal. Quotes shall not include mileage, markups, or overhead costs.

c. A schedule of work including a start and a completion date.

d. The Contractor shall use the composite Labor rate and material/parts/equipment markup percentage of the line item corresponding with the date the Contractor submits the cost proposal.

(3) The Contractor must be able to commence execution of the Task Order within Seven (7) working days of the issuance of a Task Order.

(4) Email header dates and times shall be utilized for tracking dates.

10.0 INVOICES

The Contractor shall provide the Government with an itemized invoice that list the contract line-item number, description of services and/or supplies and cost. All invoices shall be submitted electronically. Separate invoices shall be submitted for scheduled work performed under preventive maintenance and monitoring critical equipment, major deficiency repair, equipment replacement or upgrade, service calls, and task orders. All invoices shall be submitted by the 7th of every month for the work performed the previous month. Task Order and Major Deficiency repairs will be paid for actual usage only.

10.1 MONTHLY PREVENTIVE MAINTENANCE INVOICES

The Contractor shall provide the Government with a monthly invoice for all preventive maintenance completed. Invoicing line items shall match contract line items.

10.2 MAJOR DEFICIENCY REPAIR INVOICES

The Contractor shall provide the Government with a separate itemized invoice for each major deficiency repair. The invoice shall match the firm fixed price proposal accepted by the Government for the repair.

10.3 SERVICE CALL INVOICES

The Contractor shall provide the Government with a separate itemized invoice for each service call. If a major deficiency repair or equipment replacement/upgrade is required, an invoice shall match the firm fixed price proposal accepted by the COR for the call.

10.4 TASK ORDER INVOICES

The Contractor shall provide the Government with a separate itemized invoice for each Task Order. The invoice shall match the firm fixed price proposal accepted by the Government.

11.0 MONTHLY REPORTING

11.1 PREVENTATIVE MAINTENANCE REPORTING. The Contractor shall submit Preventative Maintenance Reports of work completed to the COR with every invoice following the month of the work. The report shall include the building and equipment identification, the date(s) of maintenance, a brief description of the service performed, and any conditions or recommendations noted. The Report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

The report shall also include the prorated amount of the total monthly preventive maintenance costs attributed to each Building.

11.2 MAJOR DEFICIENCY REPAIR REPORTING. The Contractor shall submit a Monthly summary of all Major Deficiency Repairs for the month being invoiced. Each Major Repair report shall include the building and equipment identification, date of service, labor and materials, brief description of work and any applicable comments as to conditions. The report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

11.3 SERVICE CALLS REPORTING. The Contractor shall submit a Monthly summary of all service calls for the month being invoiced. Each service call report shall include the building and equipment identification, date of service, labor and materials, brief description of work and any applicable comments as to conditions. The report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

11.4 TASK ORDERS REPORTING. The Contractor shall submit a Monthly summary of all Task Orders for the month being invoiced. Each TO report shall include the building and equipment identification, date of service, labor and materials, brief description of work and any applicable comments as to conditions. The report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

11.4 SUMMARY REPORT. The Contractor shall provide a separate monthly summary of all items being invoiced by CLIN that is reconciled with Contractor’s invoice. The report shall be provided electronically in Microsoft Excel. The Report content and format shall be approved by the COR prior to the due date of the first report.

12.0 SAFETY

12.1 The Contractor shall comply with US Army Corps of Engineers EM 385-1-1 Safety and Health Requirements Manual. This manual is distributed in electronic format on the internet at the HQUSACE Publication Library website located at http://www.usace.army.mil/publications/eng-manuals/em.htm. The Contractor shall strictly comply with this manual as it relates to activities under this contract and also routinely discuss applicable provisions of this manual with all employees.

A. Site Safety and Health Officer (SSHO): The Contractor shall designate one Competent Person as the SSHO and their training, experience, and qualifications shall be in accordance with EM 385-1-1. The Contractor shall submit documentation of SSHO qualifications to the COR.

(1) The SSHO shall be present at the work site at all times while the Contractor performs work under this contract.

(2) The SSHO shall have a minimum of 2 years’ experience in similar work environments; shall have experience in personal protective equipment; and a working knowledge of safety procedures as well as Federal and State occupational safety and health regulations.

(3) Contractor employees performing other duties on site, that are qualified, may also be the designated SSHO.

12.2 Accident Prevention Plan (APP): Contractor shall submit to the COR for approval an Accident Prevention Plan (APP) which complies with EM 385-1-1 Safety and Health Requirements Manual prior to or at the post award conference. The APP must be approved by the Government before work commences on site. Minimum requirements for an APP are included in Section 18 APP Outline in EM 385-1-1. Before the start of each specific job, the Contractor shall ensure that the APP is provided to and reviewed by each Contractor employee who will work on site.

12.3 Personal Protective Equipment (PPE): Contractor personnel performing work on site shall comply with EM 385-1-1 and OSHA PPE standards for protective equipment. Each specific task order will be assessed and the appropriate PPE shall be used. Examples include, but are not limited to: Gloves, glasses, face shield, steel toed shoes, and Arc Flash clothing.

Contractor is required to supply all employees with proper PPE.

12.4 Safety Data Sheets: Contractor shall submit as required by the COR.

12.5 Routes of Egress: The Contractor shall ensure work does not block egress routes in the case of an emergency.

12.6 Safety Briefing: The ERDC Safety Office or the COR will provide a safety briefing that the Contractor shall ensure is reviewed by each Contractor employee.

12.7 Fall Protection: Fall protection threshold height is 6 feet. The Contractor shall comply with EM 385-1-1 Safety and Health Requirements Manual when accessing work areas at or above that threshold. OSHA Fall Protection Training for Competent Person is acceptable.

12.8 Equipment: Contractor equipment used to access work areas (i.e. ladders, lifts, cranes) shall be current with manufacturer’s safety inspections and certificates. Inspection certificates must accompany any equipment used on site. Equipment shall be made available for inspection by the COR prior to start of work on site.

12.9 Barriers/Barricades and Signage: The Contractor shall provide barriers or barricades and signage as necessary to ensure unauthorized pedestrian traffic cannot enter work areas until safe to do so.

12.10 Portable Extension Cords: If it is necessary to use portable extension cords, they shall be sized in accordance with manufacturer ratings for the tool to be powered and protected from damage. Portable extension cords shall be GFCI and shall meet the requirements of NPPA 70E and OSHA electrical standards.

12.11 Asbestos: If the Contractor encounters any material that could contain asbestos, they shall immediately report finding to COR. The material shall not be disturbed until it has been investigated and identified.

12.12 Department of Defense Safety Policies: DoD safety protocols are enforced on the ERDC site. All Contractor personnel shall comply with the safety guidelines in effect before being allowed on the premises. This may include, but is not limited to, answering a health questionnaire, and wearing personal protective equipment (PPE) while on site.

13.0 WARRANTIES.

The Contractor shall provide a labor warranty for parts and components to the extent a labor warranty is provided by the supplier. The Contractor will not be responsible for warranting labor for material or equipment that is government furnished. This warranty shall be in addition to the warranties provided by the OEM/supplier for the parts and/or equipment provided by the

OEM/supplier.

14.0 QUALITY CONTROL

The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor is responsible for Quality Control (QC) so as to ensure high quality efficient and economical delivery of services.

14.1 QUALITY CONTROL PLAN

The Contractor shall prepare and submit a quality control plan (QCP) with their proposal. A final QCP shall be submitted within 14 calendar days after award for acceptance and approval by the COR. The plan shall address contract requirements for supervision, inspection, preventive maintenance, security, and the procedures that the Contractor will use to meet the quality, timeliness, and responsiveness required herein. The plan shall also address how work will be tracked and recorded and work shall not be initiated until the plan is approved. Any proposed changes to the QCP shall be submitted to the COR not later than 5 working days prior to the proposed effective date of the change.

14.2 QUALITY ASSURANCE

The Government will inspect and monitor the Contractor’s performance under this contract using the quality assurance procedures specified in the Government provided Quality Assurance Surveillance Plan.

14.3 PERFORMANCE METRICS. The following metrics will be employed to monitor and report the Contractor’s performance on this contract. Additional metrics may be required to accommodate the particular nature of individual task orders.

PERFORMANCE REQUIREMENTS MATRIX

Requirement Performance Objectives

Performance Threshold

Method of Surveillance

Performance Standard

Successful performance Preventative Maintenance

Preventative Maintenance completed in accordance with the Preventative Maintenance Schedule, preventative maintenance minor repairs

Monthly Inspection 95% IAW Schedule

Service Call Response Time

Contractor responds within 10 minutes during regular duty hours and within 2 hours during off duty hours

Monthly Inspection and Customer complaints

95% within time frames

Major Deficiency Repair and Unit Replacements of Mechanical Equipment

Major Deficiency Repairs and Equipment Replacements or Upgrades (Unit Replacements) completed timely with no required call-back

Monthly Inspection and Customer complaints

95% Timely with no call-back

Monthly Reports

Submission of complete and accurate Monthly Reports IAW PWS

Monthly Inspection 99% Complete and Accurate

Customer satisfaction

Client Satisfaction Survey Random sampling and Customer complaints

95% Resolution (No unresolved customer complaints)

Security Requirements

Performance in accordance with PWS Security Requirements

COR Inspection 100% Compliance

Monitoring of Critical Equipment

Daily monitoring of all specified critical equipment

Random Sampling 100% compliance

Licenses, Permits, Certificates

Personnel shall meet all minimum legal requirements to perform work

Verification of Documentation

100% Compliance

Identification of Personnel

List of personnel to work on project to TPOC prior to start of work

Verification of Documentation

100% Compliance

Personal Protective Equipment

(PPE)

Provide required PPE for employees Observation of

PPE

100% Compliance

Maintain Clean Work Space

Work areas maintained clean and free of debris and rubble on a daily basis

Daily inspections of work area

95% Compliance

Clean work area as required before resuming work.

15.0 OTHER CONTRACTOR RESPONSIBILITIES.

15.1 At times it becomes necessary for the Government to interrupt utility services to specified Buildings. The Government will notify the Contractor promptly when a utility interruption is required and the Contractor shall shut down and start up the mechanical systems where necessary.

15.2 The Contractor shall notify the Government when it is more economical to engage in a timely replacement program for equipment when the useful life cannot reasonably be prolonged of trouble free operations.

15.3 The Contractor shall notify the Government and request approval at least 24 hours before any utilities (gas, electricity, water, etc.) need to be interrupted in order for the Contractor to perform work, unless the work is an emergency in which case notification is required as soon as is possible.

15.4 The Contractor is responsible for obtaining the necessary facilities not provided on site for Contractor personnel.

15.5 The Contractor shall provide system balancing services on a service call basis. Testing and/or balancing measurements may be required for maintaining/repairing equipment. The services shall be either Associated Air Balance Council (AABC) certified or National Environmental Balancing Bureau (NEBB) certified technicians.

15.6 Property Accountability. The Contractor will be responsible for any Government-furnished equipment (GFE) provided pursuant to the performance of this contract.

15.7 Clean-up. The Contractor shall maintain areas serviced and mechanical rooms in a clean and orderly fashion and free of trash and debris. All residues shall be disposed of off-site and any spills shall be reported to the COR and cleaned up in accordance with EPA regulations. The Contractor shall comply with all applicable laws and regulations that pertain to or govern any aspect of HVAC systems, particularly refrigerants (i.e. Clean Air Act).

16.0 SECURITY REQUIREMENTS.

16.1 Access and General Protection/Security Policy and Procedures:

The Contractor and all associated Subcontractors’ employees shall comply with applicable ERDC installation, access and local security policies and procedures. Policies and procedures will be provided by the ERDC Security Office. The Contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA, and local policies. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

16.2 Suitability Investigation Requirements. Contractor and employees of the Contractor are required to be citizens of the United States and must maintain such status during the duration of this contract. Each of the Contractor’s employees is required to submit investigative paperwork to the COR for a National Agency Check with Written Inquiries (NACI) for a Suitability Investigation. The Contractor shall ensure that each Contractor employee coordinates with the Government Security Office and submits appropriate investigative forms and the required information for the Suitability Investigation prior to beginning work. No contractor’s will be allowed on site until investigations are completed and passed.

16.3 Common Access Card. Each Contractor employee requiring on-site access will be issued a Common Access Card (CAC) by the government after the submission of the required NACI.

The CAC shall be returned by the Contractor employee to the issuing office when a Contractor employee's employment is terminated, re-assigned outside of this contract or if the contract expires. Each Contractor shall wear the CAC such that it is readily visible at all times during contract performance while on-site. The CAC shall not be displayed while away from the government site or left visible in a vehicle.

16.4 Onsite-Access. The Government has the right to restrict on-site access to any Contractor personnel who is identified as a potential threat to the health, safety, security, or operational mission of the Corps of Engineers.

16.5 Access to Certain Restricted Areas. Certain facilities, buildings or rooms are restricted to only individuals with proper security clearance. When the Contractor employees are required to perform work in these sensitive areas, they shall be escorted at all time by an authorized government employee. Other sensitive areas may require only pre-clearance of one or more particular Contractor employees.

16.6 Access to Government Information Systems:

All Contractor employees with access to a government information system must successfully complete the DoD Information Assurance Awareness training prior to access to the information system and then annually thereafter.

16.7 Operational Security Standing…