C. Statement of Work DRAFT.docx

Facilities Management, Maintenance and Support Services for the Library of Congress Packard Campus Audio Visual Conservation (PCAVC)

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

The Architect of the Capitol (AOC) requires Facilities Management, Maintenance and Support Services for the Library of Congress Packard Campus Audio Visual Conservation (PCAVC) located in Culpeper, Virginia. The AOC will award a Firm Fixed Priced (FFP) Contract with specified Reimbursable Work Elements. This is a Performance-Based Contract with prescriptive work elements.

Contract basic services include, but are not limited to:

· Facilities management

· Operations

· Preventive/corrective maintenance and repairs, to include any necessary labor, tools and equipment

· Environmental regulatory compliance and administrative support

· Landscaping, grounds and plant maintenance

Contract reimbursable services include, but are not limited to:

· Snow and ice removal

· Materials/spare parts as needed

· Reimbursable project work to include architectural and engineering design and alterations and construction projects, as necessary, to enhance the efficiency and sustainability of the facility

C.1. SCOPE OF WORK

The PCAVC is located in Culpeper, Virginia. See Section J, Attachment 1, SITE LOCATION. The facility consists of over 400,000 square feet of building space on a 45-acre site. For facility layout, see Section J, Attachment 2, SITE LAYOUT. The main components include: a three story 138,000 ft2 collections area located in the Collections Storage Building; a three story 178,000 ft2 Conservation Building; a 40,000 ft2 Cellulose Nitrate Film Storage Building; a 32,000 ft2 Central Plant; a 3,300 ft2 Fuel Storage Building; a 2,400 ft2 General Storage Building; and a 1,900 ft2 Emergency Generator Building as shown in Section J, Attachment 3, FLOOR PLANS. The primary buildings are interconnected and built into the earth with a green roof system. The facility is supplied by a Waterworks system (three wells) and includes a 350,000 gallon water storage tank. There is also a 54,000 gallon reflecting pool. Phase 1 of the facility (Collections Building) was completed in 2005 and Phase 2 of the facility (Conservation and Nitrate Buildings) was completed in 2007.

The PCAVC develops, preserves and provides broad access to a comprehensive and valued collection of the world’s audiovisual heritage for the benefit of Congress and the nation’s citizens. The facility stores collections in temperature and humidity controlled spaces and provides standard office work space for approximately 120 people. The facility includes film preservation laboratory and inspection areas, sound studios, film screening areas, meeting spaces, kitchenettes, a fitness area, restrooms, storage areas, a loading dock and a public theater.

The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools and equipment and shall plan, schedule, coordinate and assure effective performance of all services described herein. Additionally, the Contractor shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the building(s) listed above, including but not limited to the following:

· Electrical systems and equipment – including generators and UPS systems

· Mechanical, plumbing, and heating, ventilation, and air conditioning (HVAC) systems and equipment

· Fuel distribution systems

· Fire protection and life safety systems and equipment

· Building Automation and Control systems

· Landscaping and grounds

· Architectural and structural systems, fixtures, and equipment within the site (to the property line)

· Service call desk operations, to include record keeping using a computerized maintenance management system (CMMS) as well as other administrative functions

· Maintenance of landscape irrigation systems

· Doors and hardware

· Dock levelers

· Domestic water equipment and systems - including wells and storage tanks

· Water treatment equipment and systems

· Sanitary sewage equipment and systems

· Storm drainage equipment and systems

· Elevators and other Vertical Lift Systems

· Water Features (Reflection Pool)

· Specialty equipment related to film lab operations to include RO water systems, heat exchangers, water softeners, carbon adsorber, particulate filters, UV filters, tanks and pumps

Excluded from this scope are:

· Security systems

· Telecommunication systems

· Equipment owned and operated by tenant agencies

· Furnishings (not installed as fixtures)

· Kitchen appliances and equipment

· Equipment owned by servicing public utilities

· Upgrade of software or software licenses for Computerized Maintenance Management System (CMMS) and Building Automation System (BAS)

· Fitness center equipment

· Custodial cleaning

· Locksmith services

· Utility expense payments (Electrical, Fuel Oil & Wastewater)

Reimbursable services may be ordered at the discretion of the Government for work relating to the operations, maintenance and repair or upgrade of the covered facilities, but not covered in the basic services of the contract, as described in this document in Section C.53.

C.2. DEFINITIONS

C.2.1. Acceptance “Acceptance” means an authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

C.2.2. Approval “Approval” means the Government has reviewed submittals, deliverables, and administrative documents (e.g., insurance certificates, installation schedules, planned utility interruptions, etc.) and has determined the documents conform to contract requirements.

C.2.3. Architectural and Structural “Architectural and structural” systems include all building structure, envelope, building improvements and finishes, and site improvements (e.g., paving, walkways, asphalt, etc.) to the property line.

C.2.4. Basic Services The “basic services” of the contract consist of the recurring operations and maintenance contract requirements for which the Contractor is paid as a base price, i.e., the requirements established by the contract statement of work and related general and administrative requirements that do not contain provisions for separate reimbursement.

C.2.5. Building A reference to “facility” and “site” is interchangeable with “building”. A man made structure or edifice which services are performed within or on the exterior of the formation and is intended to support or shelter any use or continuous occupancy.

C.2.6. Building Automation System (BAS) The “building automation system” is a system controlling and monitoring building HVAC, and possibly other systems, to include all device, field, and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses. This project uses BAS hardware and software from Johnson Controls (Metasys).

C.2.7. Building Operating Plan The “building operating plan” is a mandatory plan that the Contractor prepares for Government review that describes the Contractor’s program for operating and maintaining the building, to include both normal circumstances and contingencies.

C.2.8. Computerized Maintenance Management System (CMMS) A “computerized maintenance management system” is a database and application software package that automates the O&M and repairs record keeping requirements. This project currently uses a CMMS from TMA Systems, including the Web-based application WebTMA and mobile application mobileTMA GO.

C.2.9. Consumable Parts “Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and must be disposed of properly. Examples include oil, grease, belts, filters, ballasts, lamps, etc.

C.2.10. Contracting Officer (CO) “Contracting Officer” is the person with the overall responsibility for administering this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, the CO may delegate certain other responsibilities to their authorized representatives.

C.2.11. Contracting Officer’s Representative (COR) “Contracting Officer’s Representative” is the person designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include, but are not limited to: evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in work performance.

C.2.12. Contractor “Contractor” as used in this document refers to the firm awarded this contract.

C.2.13. Controls and Control System A “control system” is any low-voltage control, communication and monitoring system, including but not limited to device, field and global controllers; instrumentation; networking infrastructure; computers and peripherals; software; programming; database files; and licenses. Examples are the BAS and lighting control systems. Fire protection systems and security systems are excluded from this definition for purposes of this contract and are defined separately.

C.2.14. Demand Work Order A “Demand Work Order” is a CMMS work order that records unplanned work efforts, which are currently categorized as Service Requests, Corrective Maintenance, and PM Repair work in the CMMS system. This work may occur as the result of service calls, deficiencies found during PMs and tours, and regular building maintenance activities such as moving materials or escorting subcontractors.

C.2.15. Emergency Callback An “emergency callback” is a service call or other request for service placed outside of normal working hours and of such a nature that response cannot wait for the resumption of the next day’s normal working hours.

C.2.16. Existing Deficiency List Report The “existing deficiency list report” or “existing deficiency list” is a list of deficiencies that may exist in the equipment and systems covered by this performance work statement, discovered by the Contractor during the phase-in period.

C.2.17. Federal Holidays “Federal holidays” for the purposes of this contract are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. When Federal holidays fall on weekends, a weekday is typically designated as the holiday. Holidays that fall on Saturday are observed on the previous Friday and holidays that fall on a Sunday are observed on the following Monday. Minimum staffing levels are to be maintained at the building during all Federal Holidays.

C.2.18. Fire Protection and Life Safety Systems Fire protection and life safety systems are systems and equipment installed in the building to detect fire and products of combustion; notify building occupants and emergency responders; initiate smoke control and management systems; initiate fire suppression systems; control or suppress fires and facilitate or enhance emergency egress. These systems also may communicate with other major building systems for fire and smoke control, elevator recall, and utilities control. Life safety systems and equipment includes emergency lighting, exit signage, special egress door locking arrangements, and exit stair markings.

C.2.19. Modification Modification is a bilateral or unilateral change in the terms of a contract.

C.2.20. Normal Working Hours “Normal working hours” is the hours of building operations under most circumstances. Normal hours of building operation by the tenant are Monday through Friday from 6:00 AM to 10:00 PM. Public events, such as motion picture film screenings, may be scheduled at any time by the tenant but are typically Thursday, Friday and Saturday evenings beginning at 7:30 PM and Saturday afternoon at 2:00 PM.

C.2.21. Occupant Emergency Plan (OEP) The largest agency in each building is responsible for development and enforcement of the building’s “Occupant Emergency Plan” (OEP). The OEP details what the building tenants must do in case of an emergency. The plan identifies fires wardens, shelter in place locations etc. The Contractor must support all OEP efforts to the fullest extent possible.

C.2.22. Reserved

C.2.23. Operations “Operations” is the continual process of using building equipment systems to accomplish their function, optimize building performance, and improve energy efficiency. Operations includes, but is not limited to, analysis of requirements and systems capabilities, operating controls and control systems, responding to service calls, touring and observing equipment performance and condition, adjusting equipment, identifying needed maintenance and repairs to equipment, and maintaining lubrication and chemical treatments, etc.

C.2.24. Performance Based Service Contracting The procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

C.2.25. Predictive Maintenance “Predictive maintenance” is a program of maintenance activities in which scheduling of maintenance derives from monitoring the operating condition, or changes in the operating condition, of equipment being maintained.

C.2.26. Preventive Maintenance (Scheduled and Unscheduled) “Scheduled preventive maintenance” is a program of maintenance activities performed based on a fixed schedule or on equipment runtimes. “Unscheduled preventive maintenance” is all work performed including adjustments and procedures necessary to sustain the proper operation of all building equipment and systems.

C.2.27. Quality Assurance Surveillance Plan (QASP) The QASP is the Government’s surveillance method of monitoring and evaluating the Contractor's performance under a Performance Based Statement of Work (PBSOW).

C.2.28. Quality Control Program The Contractor’s complete system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. Preparation of the written plan is the responsibility of the Contractor.

C.2.29. Reimbursable Services “Reimbursable services” are services that the Contractor will provide at an additional cost to the Government, to include all labor, supervision, supplies and materials specifically identified as being outside the provisions of the basic services. These services may be provided during or after normal working hours. The Contracting Officer (CO) or Contracting Officer’s Representative (COR), depending on the dollar value, will issue a separate authorization before work may proceed.

C.2.30. Repair A “repair” is an act of restoring inoperable, dysfunctional or deteriorated equipment, systems, or material to a fully functional, non-deteriorated state. Repairs usually involve some combination of labor and replacement parts, components, or materials.

C.2.31. Sequence of Operations A “sequence of operations” is the control logic used to operate a system normally put into effect through a control program.

C.2.32. Service Call A "service call" is a notification made by building occupants, AOC personnel or other interested parties via email, verbal communications, or through CMMS of a mechanical, electrical, plumbing, or architectural/structural malfunction and/or related problem.

C.2.33. Tenant For the purpose of this contract, “tenant” refers to the Library of Congress. This facility is under the care of the Architect of the Capitol but occupied and used by the Library of Congress to do the business of Government.

C.2.34. Tour A “tour” is generally a scheduled walkthrough of equipment rooms and installations including computer rooms, restrooms, etc. by Contractor operating personnel for the purpose of ensuring that equipment is running properly, ensuring that equipment rooms are in good order and without safety hazards, and making any necessary adjustments. A tour may also involve a combination of such physical visits in addition to using automated systems for the monitoring of equipment and systems.

C.2.35. Vertical Transportation Systems “Vertical transportation systems” include elevators, lifts, etc.

C.2.36. Watch A “watch” involves performing certain tasks required for the operation of the HVAC equipment, chiller, boilers, compressors, and related equipment in a centralized location. Watches include but are not limited to starting equipment, checking at designated intervals all operating equipment in the area, recording readings, shifting equipment and loads, making adjustments at the central control center, taking water samples, making tests, and adding chemicals as required.

C.3. APPLICABLE CODES, REGULATIONS AND STANDARDS

AOC Design Standards are included as Section J, Attachment 4. This document establishes minimum design standards for the design and construction of facilities under the jurisdiction of the Architect of the Capitol.

The AOC Architect-Engineer Design Manual is included as Section J, Attachment 5. This manual contains policies, procedures, and practices for use in conducting studies and completing Architect-Engineer tasks in support of design and construction projects across AOC facilities.

The below publications are incorporated by reference. The delivery of Facility Management and Operation & Maintenance services shall meet the standards set by these publications. Unless a specific date is provided, references are for the current edition published at the time of issue of the solicitation, to include any addenda or errata published by the issuing organization.

C.3.1 Safety, Industrial Hygiene and Environmental

· Occupational Safety and Health Standards for General Industry 29 CFR 1910

· Safety and Health Regulations for Construction 29 CFR 1926

· Basic Program Elements for Federal Employee OSHA Program and Matters 29 CFR 1960

· Federal Standard 313: Preparation and the Submission of Material Safety Data Sheets

· American Governmental Industrial Hygienists Threshold limit Value for Chemical Substances and Physical Agents and Biological Exposure Indices Environmental Protection Agency (EPA): National Emission Standards for Hazardous Air Pollutants (40 CFR 61); Hazardous Waste Management (40 CFR 260 270, 302, 355, 370), Clean Water Act 40 CFR 100-140; 40 CFR 400-471, and National Primary Drinking Water Regulations (40 CFR 141 et seq)

C.3.2 AOC Adopted Building Codes

· Building Code: The International Building Code, 2015 Ed. (Except Chapter 10, Means of Egress)

· Existing Buildings: The International Existing Building Code, 2015 Ed.

· Electrical Code: NFPA 70, National Electric Code, 2017 Ed.

· Life Safety Code: NFPA 101*, Safety to Life from Fire in Buildings and Structures/Life Safety Code, 2018 Ed.

· Elevator Code: ASME/ANSI A17.1, Safety Code for Elevators, 2013 Ed. including addenda.

· Mechanical Code: International Mechanical Code, 2015 Ed.

· Plumbing Code: International Plumbing Code, 2015 Ed.

*Note: A list of referenced NFPA Standards is provided in the AOC Design Standard (December 2018 edition), if a referenced standard is not listed above or within the AOC Design Standard, the edition referenced in the 2009 International Building Code shall be utilized.

C.3.3 Regulations and Standards:

· Americans with Disabilities Act Accessibility Guidelines (ADAAG) 2010 ADA Standards for Accessible Design and the Uniform Federal Accessibility Standards (UFAS). The 2010 Standards consists of the 2004 ADAAG and the requirements contained in subpart D of 28 CFR Part 36, 2010 Ed.

· Code of Federal Regulations (CFR)

· Energy Conservation Code, 2009 Ed and ASHRAE Standard 90.1-2007, Energy Efficient Design of New Buildings Except Low-Rise Residential Buildings

· Illuminating Engineering Society of North America (IESNA) Handbook, 10th Ed.

· NFPA 10, Standard for Portable Fire Extinguishers, 2026 Ed.

· NFPA 13, Standard for the Installation of Sprinkler Systems, 2016 Ed.

· NFPA 11, Standard for Low-, Medium-, and High-Expansion Foam, 2021 Ed.

· NFPA 20, Standard for the Installation of Stationary Pumps for Fire Protection, 2016 Ed.

· NFPA 25, Standard for Inspection, Testing and Maintenance of Water-Based Fire Protection Systems, 2026 Ed.

· NFPA 40, Standard for the Storage and Handling of Cellulose Nitrate Film

· NFPA 70E, Standard for Electrical Safety in the Workforce, 2015 Ed.

· NFPA 72, National Fire Alarm Code, 2025 Ed.

· NFPA 80, Standard for Fire Doors and Other Opening Protectives, 2016 Ed.

· NFPA 85, Boiler and Combustible Systems Hazards Code, 2015 Ed.

· NFPA 110, Standard for Emergency and Standby Power Systems, 2016 Ed.

· NFPA 111, Standard on Stored Electrical Energy & Standby Power, 2016 Ed.

· NFPA 241, Safeguarding Construction, Alteration, and Demolition Operations, 2013 Ed.

· NFPA 2001, Clean Agent Fire Extinguishing Systems, 2008 Ed.

· Roads and Drainage - Latest editions of Virginia Department of Transportation Manuals, Design Guides and Specifications

· NETA Maintenance Testing Specifications for Electrical Power Distribution Equipment and Systems, 2015 Edition

· Section 24-232 of the Code of the Town of Culpeper

C.3.4 Indoor Air Quality:

· American Society of Heating, Refrigerating and Air-Conditioning Engineers Standards (ASHRAE)

· Ventilation for Acceptable Indoor Air Quality (ASHRAE 62 2013)

· Standard for Thermal Environmental Conditions for Human Occupancy (ANSI/ASHRAE 55) -1992 Including ANSI/ASHRAE addendum 55a-1995

· National Environmental Balancing Bureau (NEBB): Practices for Measurement, Testing, Adjusting and Balancing of Building Heating, Ventilation, Air Conditioning and Refrigeration System.

C.3.5 Waterworks

· 12 VAC 5-590 Virginia Administrative Code for Waterworks Regulations (VDH)

· 9 VAC 25-200 Virginia Administrative Code for Water Withdrawal Reporting (DEQ)

· 9 VAC 25-800 Virginia Water Protection General Permit for Minor Surface Water Withdrawals

C.3.5 Accident Investigation

· National Safety Council Accident Investigation: A New Approach

· CFR OSHA 1960.29 subpart D Accident investigation

C.3.6 Other References

· Building Operators and Managers Association (BOMA) International Books and Guidelines

· Institute of Real Estate Management (IREM) Books and Guidelines

· International Facility Management Association (IFMA) Benchmarking Recommendations, Research Reports and Guidelines

· Baseline Building Codes for NAVCC Design and Construction

· AOC Design Standards (Refer to Section J, Attachment 4)

· AOC A/E Design Manual (Refer to Section J, Attachment 5)

· 40 CFR 136 et seq

C.4. EXISTING DEFICIENCY INSPECTION/INITIAL DEFICIENCY LIST

The Contractor and the COR or designee must make a complete and systematic initial inspection together during the beginning of the startup or transition phase of the contract that will include all mechanical, electrical, fire protection, and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to discover and list in an existing deficiency list report all deficiencies that may exist in the equipment and systems covered by this performance work statement.

The Government may elect to have repairs performed by the Contractor as a Reimbursable Service, by Government employees, or by other contractors, or defer the work. The existing deficiency list report must not include any items that would be replaced, repaired, or adjusted during the performance of preventive maintenance or service calls. The Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine preventive maintenance required by this contract at no additional cost to the Government. This includes but is not limited to making adjustments to controls; adjusting the BAS software, e.g., correcting set points; reloading programs; restoring equipment being operated manually to automatic operation (this does not include changing established sequences of operation or programming sequences); applying lubricants; cleaning fan housings, fans, coils, dampers, air handling unit (AHU) sections, and equipment rooms; and replacing consumable parts or components.

The Contractor must submit an initial deficiency list report not later than 60 calendar days after contract award date to the COR or designee (30 calendar days after contract turnover), whichever date allows for more time. Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected must be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment must be provided.

When an existing deficiency in an item is corrected, the Contractor must assume full responsibility for the subsequent repair of the item as covered under the terms of this contract at no additional cost to the Government. Nothing in this existing deficiency inspection/initial deficiency list clause must be construed as diminishing the obligations imposed by this contract upon the Contractor.

C.5. TRANSITION PHASE

C.5.1. Transition Phase Startup The Contractor shall be responsible for developing a Phase-In Transition Plan and performing Phase-In transition duties prior to commencing work on-site. The Phase-In Transition Plan shall be a mutually agreeable plan to be coordinated with the present contractor’s operations. The Phase-In Transition Plan shall be submitted to the COR for approval by no later than seven (7) calendar days after receipt of the Contract Award. The Phase-In transition period shall commence not less than twenty-four (24) hours after receipt of the Contract Award. During this period, the Contractor shall recruit, hire, and train personnel in order to provide for 100% operational capability on the Contract start date.

If the Phase-In option is awarded, the Contractor must provide 30 calendar days of transition startup services prior to the contract start date to assist transitioning between contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of contractor transition. During this period the Contractor must:

1. Review and update the building operating plan. The existing building operating plan will be shared after contract award.

2. Begin condition inspection of all equipment and systems for which the Contractor will assume responsibility.

3. Review work order history and equipment inventory information.

4. Begin to develop the initial deficiency list report as described in section C.4., Existing Deficiency Inspection/Initial Deficiency List.

During the Phase-In Transition period, the Contractor shall have access to the building and all areas to be maintained as work of this Contract and access to Architect of the Capitol personnel and current contractor personnel. Access to the current contractor’s personnel shall be limited by the need to continue to provide a full level of operation and maintenance services during the transition period.

The Contractor shall be allowed to observe all operations and will have access to available technical data and manuals. The current contractor shall provide orientation to the conditions of the areas covered under this Contract; show the Contractor equipment locations; discuss operating needs; and provide the aforementioned operational documents.

Not later than the end of the transition startup phase and the concurrent beginning of operations and maintenance services, the Contractor must submit for AOC’s approval:

1. The updated building operating plan, as described in C.9.

C.6. PHASEOUT TRANSITION PERIOD

When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a Transition period. The successor shall be provided access to the facility for a period up to 30 calendar days prior to the Contract start date for the purposes of Phase-In orientation.

Continuity for all services required under this Contract shall be maintained during this period. As such the Contractor shall ensure that all Key Personnel requirements shall remain throughout the acquisition lifecycle.

During this Transition period, the Contractor must assist the COR or designee and incoming contractor for a seamless transition in operations and maintenance with no adverse effect on the building tenants; provide the successor contractor with access to all records and official documentation (both hard copies and electronic as applicable) required by this contract; provide training to the successor contractor on methods of accessing and programming the building automation system (BAS) and other control systems; and show the successor contractor where all archived programs and systems literature are maintained. The Contractor will provide the incoming contractor a list of employees and their start of service dates. On the last performance day of the contract, the Contractor must turn over to the COR or designee all keys and identification badges or cards and IT issued equipment.

C.7. PUNCH LIST COMPLETION AND WITHHOLDING OF

FINAL PAYMENT

The Government may create a punch list of deficiencies or unmet contractual requirements at or near the time of termination of the contract. The Government may employ the services of another contractor in the development of such punch list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item. The Government retains sole discretion over whether to charge the Contractor for the monetary value of the punch list in whole or in part or to request corrections by the Contractor. If the Government elects to request corrections by the Contractor, the Contractor shall have until the end of the contract period to perform such corrections and may invoice for funds withheld on acceptance of the corrections by the Government. Nothing in this section must be construed to limit the Contractor’s liability or restrict the Government from reporting unsatisfactory or problematic performance by the Contactor.

C.8. GENERAL AND ADMINISTRATIVE REQUIREMENTS

C.8.1. Minimum Staffing and Ability to Contact and Communicate with the COR The Contractor must provide staff to ensure services are continued without disruption to the tenant. The Contractor must ensure employees maintain communications access with the COR to allow contact by the Government at all times and to effectively communicate with Government personnel (See section C.8.2, Communication Equipment). The Contractor must immediately notify the COR or other designated Government representative of any recognized safety hazard that might severely affect the building occupants.

The Contractor is required to manage, operate and maintain the facility on a 24/7/365 schedule in accordance with this SOW. A minimum of two technicians, to include a licensed Stationary Engineer, are to be onsite at all times. Technicians must have sufficient skills to immediately respond to a variety of service calls involving multiple trades, including the operation of building control and fire/life safety systems. Technicians must be certified/licensed in accordance with Section H.15. Within 120 days of contract award, a qualified electrical worker, as defined by NFPA 70E and discussed in H.15.5 and Section J.28, must be onsite at all times. Within 180 days of contract award, a contract staff member having met the Moderate Risk/Public Trust suitability requirement as discussed in H.1, must be onsite at all times.

The contract requires at least two licensed electricians. One must possess a valid master electrician license from the Commonwealth of Virginia. The second must possess at least a Journeyman’s license from the Commonwealth of Virginia. Both shall have knowledge and experience with instrumentation and controls. Electricians with licensing from other states/jurisdictions will be permitted to work under this contract as an electrician for up to 120 days while reciprocal licensing is applied for from Virginia’s Department of Professional and Occupational Regulation. If reciprocal licensing cannot be obtained due to the suitability of the candidate, the staff member shall be replaced with an appropriately licensed individual as described in this SOW at no cost to the Government. An electrician is to be onsite Monday – Friday between 8 am and midnight, excluding federal holidays. An electrician shall be available onsite within 2 hours between midnight and 8 am, weekends and federal holidays when electrical emergencies arise. Any emergencies requiring an electrician to report will be handled as reimbursable work per C.53 with pricing per J.22. Electrician shifts are in addition to minimum staffing levels of 2 technicians, but they may satisfy the requirement for a qualified electrical worker onsite if they meet the requirement of H.15.5 and J.28.

The following positions are the minimum staffing required onsite Monday through Friday under this Statement of Work:

Project Manager (1st Shift) Chief Engineer (1st Shift) Electrician, Maintenance (1st and 2nd Shift) Class VI Waterworks Operator (1st Shift) Service Order Dispatcher (1st Shift) Stationary Engineer (1st, 2nd, 3rd Shift) General Maintenance Worker (1st, 2nd, 3rd Shift)

Weekend coverage is a minimum of two technicians to include a licensed Stationary Engineer. Within 120 days of contract award, at least one of these technicians shall meet the requirements of H.15.5 and J.28 for a qualified electrical worker.

The Contractor must maintain some designated form of communication with onsite and on-call staff to allow the Government to contact at any time for emergency response. The Contractor must provide staff as necessary to meet all requirements of the contract.

Personnel must be properly licensed and certified to work on building systems or equipment for which licensed and/or certified personnel are required by Federal, State, or local law, codes, or ordinances.

The Contractor must develop and submit to the COR or designee, not later than the end of the Phase-In transition, a list of key personnel and emergency contact information (which may include subcontractor contacts, as applicable). An employee list must be maintained and provided to the COR not less than monthly as part of the metrics report per C.11.

C.8.2. Communication Equipment The Contractor must provide onsite personnel with portable electronic means to communicate with AOC for service calls, emergencies, status of projects, etc. Additionally, the Contractor shall provide contact information for the Project Manager and Chief Engineer 24/7/365.

C.8.3. Onsite Records The Contractor must ensure that all records required by the contract or produced in performance of work under the contract are maintained in an organized manner onsite in electronic format, provided to the Government upon creation or receipt for electronic filing within the Government folder system, and are made available to the Government when requested. Documents must be provided to the Government directly and not through a third party website. The contractor must receive, maintain, and gather data as well as other materials, including records and manuals, related to the support and operation of Government facilities. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this contract at all times.

C.8.4. Service Call and Administrative Support The Contractor must operate a service call and administrative support function Monday through Friday from 7:00AM to 4:00PM, excluding federal holidays, to act as a central point of contact for the Government and building occupants; to take government requests via phone, email, verbal communications, or through CMMS; and to track and maintain service call records in the CMMS. See Section C.23.

C.8.5. Use of CMMS The Contractor shall utilize the Government furnished CMMS to track and record: (a) all planned and unplanned maintenance for all building equipment and systems; (b) building tours; (c) all service calls; and (d) the scheduling of all PM activities.

Where equipment and components of infrastructure are identified by the Contractor or Government in the field and records of those assets are not currently included within the database, the Contractor shall provide details to the government to add said equipment to the inventory database. The Government shall determine which devices and equipment shall be included within the database.

The Contractor shall track historical maintenance and repair activities for each work order received during the performance of the Contract. All work done by the Contractor must be accomplished under a CMMS work order.

The Contractor shall update all equipment CMMS history records on a continuous basis and each time that maintenance or repairs have been performed. All information entered into this system shall be free of defects, accurate, and complete to facilitate management of the work and maintain a record of the work completed (e.g. steps taken to investigate and remedy a “cold call”). The Contractor shall complete the available CMMS fields as thoroughly as possible (e.g. area of work, equipment barcode).

The Architect of the Capitol currently utilizes products manufactured by TMA Systems for CMMS and reserves the right to change manufacturers at its sole discretion.

Full-time Contractor staff will have access to the web-based CMMS application to create, receive, process and close PM and Demand work orders as well as complete CMMS-based digital forms. Wi-Fi-enabled mobile devices, currently iPads, with a mobile CMMS application will be provided to full-time maintenance Contractor employees as an alternative method to enter data into the CMMS. Contractor employees must take AOC-offered on-demand CMMS training prior to using any CMMS application.

Digital forms within CMMS include but are not limited to tours, equipment logs, checklists, and inspections. Digital form data shall be entered into CMMS. The Contractor shall verify all data was successfully uploaded within 72 hours or before the due date of the tour/inspection, whichever is sooner. The Contractor may use paper versions of the forms, provided the information is entered into CMMS and the data upload is verified within the required timeframe. The Government requires the following digital forms and may add to this list at any time:

1. Tours and equipment logs (see C.24.1, C.24.2, and Section J.29 Tour Logs — Paper Version)

2. Day Tank Monthly (see Section J.35 Environmental Digital Forms)

3. Well Head Quarterly (see Section J.35 Environmental Digital Forms)

4. Universal Waste Inspection (see Section J.35 Environmental Digital Forms)

5. Universal Waste Inventory (see Section J.35 Environmental Digital Forms)

C.8.6. Building Automation System (BAS) The BAS includes but is not limited to all field panels, stand-alone control units, unitary controllers, associated sensors, wiring, software and firmware upgrades, etc. The Contractor shall have full operational access to the system. The Contractor will be required to obtain the necessary training to facilitate this access, prior to end of Phase-In transition period. The Contractor will be required to provide back-up disk/CD’s for this program and be required to back-up the system anytime changes are made. One copy of the back-up will be given to the AOC Facility Manager/COR and another copy will be kept on-site next to the BAS Computer and available to the COR/Authorized service company.

There are several levels of access to the system. Contractor employees will be required to demonstrate the level of competence necessary to allow access to the various levels of the system. Passwords allowing access into the system will be safeguarded. The Contractor shall be responsible for correcting damage or problems caused by its employees or its subcontractors to the system.

The Contractor shall keep a log of changes made to the system including temperature set-points and overrides and provide this information to the COR upon request.

The system is capable of trending points within itself according to parameters defined by authorized operators. The Contractor shall provide trending information and reports to the COR upon request.

Neither the Contractor nor any of its representatives shall make changes to the programs, the parameters of control defined within the programs, the alarm limits, or enable/disable alarms without the consent of the COR.

The COR may request changes to the time of day schedules or may request changes to meet the needs of a specific tenant. The Contractor shall be capable of making these types of changes or setting up new schedules. Any changes to time of day that are desired by the Contractor shall be approved by the COR in writing before any changes are made.

The Contractor shall provide PM on the system either by a subcontract with an authorized manufacturer representative or by contract employee who is trained and certified by the manufacturer as a service technician. PM shall be performed in accordance with manufacturer’s recommendations.

C.8.7. Quality Control Program The Contractor shall be responsible for the quality of products and services provided under the terms of this Contract, including those provided by its subcontractors. To ensure that the requirements of this Contract are met, the Contractor shall develop, establish and implement a proactive Quality Control Program (QC Program) for measuring and attaining quality of performance under this Contract. The Contractor's QC Program shall ensure Contract requirements are being accomplished in accordance with the specifications of this Contract and industry standards. A sustaining focus throughout the QC Program shall be the attainment of continuous quality improvement.

A Quality Control Plan must be developed and submitted for review to the COR no later than the end of Phase-In Transition Period (Prior to Contract Start Date). The Quality Control Plan is a living document and may be subject to change depending on the needs of the contract. Revisions to the Plan must be submitted to the COR for review.

The QC Program shall include the following, as a minimum:

1. How the Contractor will control quality of supplies and services.

2. How project management, inspections, plan implementation, process improvement changes and correction of deficiencies will be accomplished. Specifically, methods detailing how the Contractor will monitor deficiencies of work output in relation to the performance standards, methods of informing employees of deficiencies in their area(s) of responsibility, and a process to ensure that the deficiencies are corrected and do not reoccur.

3. An inspection plan or checklist tailored to the Packard Campus. The inspection plan or checklist shall detail how services at the work site shall be inspected to ensure that the outcome of the work meets all the quality standards set forth in the Contract and shall include, but is not limited to:

a. Date of inspection performed

b. Location of and description of what is being inspected

c. Description of findings

d. Description of action(s) taken (if necessary)

e. Signature and date of completion Quality Control Inspections shall be performed at a minimum at the following frequencies:

1. Not less than weekly by the Project Manager or COR approved designee

2. Not less than quarterly by qualified headquarters or corporate level personnel not performing on-site supervision The inspection sample size shall be based on industry standard such as MIL-STD- 105 for the annual lot size for each of the following categories of work:

· Preventive Maintenance

· Corrective Maintenance and PM Repair

· Routine Priority Requests

· High Priority Requests*

· Critical Priority Requests*

· Projects *Note: Due to the low frequency and high importance of High and Critical Priority Requests, the Contractor shall perform 100% inspection of these items.

Inspection reports shall be maintained and shall be provided to the COR upon request. A summary of the month’s QC inspections shall be provided as part of the Contractor’s monthly Metrics and Measures Report.

C.8.8. Government Quality Assurance Surveillance Program The Government will inspect the Contractor using a quality assurance program through random inspections, scheduled inspections, or any other method of inspection that the Government determines reflects the actual successful performance of this contract. As part of the Government’s quality assurance program, the Government may:

1. Review and, if warranted, reject any reports or other submittals required from the Contractor.

2. Review performance and service records, including but not limited to monthly Metrics and Measures Report, BAS data, CMMS data, and any computerized or hardcopy records maintained by the Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

3. Determine the adequacy of the Contractor’s quality control program and documentation and the overall success of this program. The Government may at any time order improvements, if it determines the program is insufficient or ineffective.

4. Obtain tenant satisfaction survey information and require improvements in service on the basis of such information to the extent such results correlate with deficiencies in contract requirements.

5. Conduct physical inspections of facility equipment and systems, to include programs and files maintained on computers and Contractor onsite offices and work areas, and require correction of deficiencies noted.

6. Perform inspections with Government personnel or independent third party inspectors.

Contractor performance will be evaluated on the basis of the performance success or deficiencies, success or failure in meeting other contract requirements, and the Contractor’s record of correcting deficiencies when noted. While corrective actions will be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action.

The use or nonuse of any quality assurance methods (e.g., a measurement and verification program) by the Government will not constitute a waiver of or excuse from contract requirements.

The Government may implement or change quality assurance measures at any time during the term of the contract.

All records and files that this contract requires the Contractor to maintain must be made readily accessible to Government representatives, including third party contract inspectors, on request. All records and files utilized or generated during the course of the contract by the Contractor, including all standard operating procedures and building operating plans, shall become the property of the Government. (This excludes employee personnel files and company financial information).

The Contractor must instruct all onsite personnel to cooperate with the Government or third party contract inspector requests for records access and information. This includes answering honestly and comprehensively all questions related to performance of work. The Contractor must provide personnel to enable inspectors, including third party contract inspectors, to perform inspections of equipment. The Contractor must open and operate the equipment for observation by all inspectors at no additional cost to the Government. Most inspections will be performed during normal working hours. However, the Contractor must provide personnel to enable access for inspectors who need to conduct observation and testing after normal hours to avoid possible disruption to tenants.

C.9. BUILDING OPERATING PLAN

C.9.1. Purpose The Contractor must revise and submit for approval to the COR or designee, not later than the end of the Phase-In Transition, a building operating plan outlining their operating and general maintenance procedures for all major building equipment and systems. The Contractor must execute the contract requirements in accordance with the approved building operating plan.

The building operating plan may be based on, or derived from, the existing building operating plan and other existing documents. However, all components must be reviewed and updated. Deficiencies in the existing plan do not excuse deficiencies in the new plan. The building operating plan must be submitted as an electronic file (MS Word or searchable PDF) and one hard copy with regular updates that reflect current personnel, subcontractors, equipment, systems, and operating procedures.

The Contractor must annually review and update the building operating plan and submit an electronic file (MS Word or searchable PDF) and one hard copy of the complete updated building operating plan on the…