D.2 PWS Attachment 2 - BPA Basic Agreement.docx

?.## PERFORMANCE WORK STATEMENT PERFORMANCE WORK STATEMENT

Department of Veterans Affairs (VA) Hines Information Technology Center (HITC) HITC facility and data center Maintenance Support Services

1.0 BACKGROUND

The mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Service Delivery and Engineering, Enterprise Operations (EO), and Data Center Operations (DCO), Hines Information Technology Center (HITC) is to provide benefits and services to Veterans of the United States. In meeting these goals, OIT strives to provide high quality, effective, and efficient information technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. HITC processes data that is considered a lifeline to Veterans and constant availability of that data is crucial. The emergency electrical power system is critical to the readiness objective of this mission. Only the highest standard of competency and workmanship will be accepted to perform this important task. The HITC facility is responsible for ensuring the data center will not experience any interruption in operation under any circumstance, the facility operates twenty-four hours a day, seven days a week, and three-hundred-sixty-five days a year (24/7/365).

The facility maintenance contractor is responsible for the general maintenance of the facility and any associated repair of building and system components.

2.0 PLACE OF PERFORMANCE

The Contract shall be performed onsite at 5000 South Fifth (5th) Avenue, Building 215 Hines, IL 60141. Hines Information Technology Center (HITC) is a federally owned OIT facility, located on the VA Medical Center (VAMC) campus in Hines, IL. The facility is a two-story building of approximately 135,000 gross square feet (GSF) in size. The facility includes office space, mechanical and electrical space and a 15,000 square foot (SF) data floor along with an EPDM Membrane flat roof with drains of approximately 87,000 sf.

The place of work shall be Hines Building 215. The PM shall have 1 cubicle assigned to them for usage. The additional staff on-site shall not have any designated office space assigned to them. There will be an additional room assigned to them that can be used for storage and housing of additional staff.

3.0 Period of Performance

The period of performance for this Blanket Purchase Agreement (BPA) is one (1) twelve-month base period and four (4) twelve-month option periods.

Base Period: 1/1/2024 – 12/31/2024 Option Period One: 1/1/2024 – 12/31/2025 Option Period Two: 1/1/2025 – 12/31/2026 Option Period Three: 1/1/2026 – 12/31/2027 Option Period Four: 1/1/2027 – 12/31/2028

4.0 TYPE OF CONTRACT FOR BPA ORDERS

Order Placed under this BPA will be Firm Fixed-Price (FFP), Labor Hour (LH) and/or time & material (T&M).

5.0 TRAVEL

Travel requirements do not apply to this requirement.

6.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE)

The Government-Furnished Equipment (GFE) is not available for this effort. The Contractor must provide all necessary personnel, skills, services, tools, and equipment to execute the services under each order.

7.0 APPLICATION DOCUMENTS

Documents referenced or germane to this Performance Work Statement (PWS) are listed below. In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

· Contract clauses for security and personnel related requirements.

· VA Program Management Standards as defined in the Acquisition Program Management Framework (APMF);

· OSHA 1910 subpart –S and OSHA 1926 subpart-K

· Institute of Electrical and Electronics Engineers (IEEE)

· NFPA 75: Standard for the Fire Protection of Information Technology Equipment

· FIPS Pub 201, “Personal Identity Verification of Federal Employees and Contractors,” March 2006

· 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

· 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

· Department of Veterans Affairs (VA) Directive 0710, “Personnel Suitability and Security Program,” May 18, 2007

· VA Directive 6102, “Internet/Intranet Services,” July 15, 2008

· 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003

· OMB Circular A-130, “Management of Federal Information Resources,” November 28, 2000

· Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998

· VA Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012

· VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program,” September 20, 2012

· VA Handbook 6500.6, “Contract Security,” March 12, 2010

· Project Management Accountability System (PMAS) portal (reference PWS References -Technical Library at https://www.voa.va.gov/)

· VA Directive 6221, Accessible Electronic and Information Technology.

· VA Directive 0003, Technical Specifications and Design Standards For VA Learning;

· VA Directive 0004, Education and Learning Delivery System;

· VA Directive 0006, Talent Management System (TMS) E-Learning Section 508;

· Sharable Content Object Reference Model (SCORM) Edition Specification (www.adlnet.gov/resources) and Aviation Industry CBT Committee (AICC) per their use in 3.0 below.

· NIST SP 800-53 (rev.4);

· NIST SP 800-47.

· ANSI/NETA MTS-2015

· Environment Protection Agency (EPA) regulations

· Hazardous Waste Recycling regulations

· NFPA 30 and 30a

· CARB G-70-162

· IL Environment Protection Agency regulations

· ASTM D975 (Standard Specifications for Diesel Fuel Oils)

· Institute of Electrical and Electronics Engineers (IEEE) standard 450, “IEEE Recommended Practice for Maintenance, Testing, and Replacement of Storage Batteries for Generating Stations and Substations, “Data Safe HX product warranty/maintenance instructions (Section 58.06) and Near Field Communications (NFC) 111.

· Federal, State, Local, Environmental Protection Agency (EPA) Clean Water Act,

· National Electrical Manufactures Association (NEMA) codes and Lock-out / Tag-out (LO/TO)

· InterNational Electrical Testing Association Inc. (NETA) – Standard for Maintenance Testing Specifications for Electrical Power Equipment and Systems (ANSI/NETA MTS-2015), 2015 edition

· DOT CFR Title 49, Section 173.34 – Qualification, Maintenance and Use of Cylinders

· A17.3-2011, Safety Code for Existing Elevators and Escalators (applicable to equipment)

· Unified Facilities Criteria (UFC) 3-600-01

· The Unified Facilities Guide Specifications (UFGS), Unified Facilities Criteria UFC. See UFGS 14 21 00. 00 20 Electric Traction Elevators, UFGS 14 21 13 Electric Traction Freight Elevators, UFGS 14 21 23 Electric Traction Passenger Elevators, and UFGS 14 2 00 Hydraulic Elevators for guidance

· Cleaning Industry Management Standards (CIMS) and Occupational Safety and Health Administration (OSHA) guidelines.

· Public Buildings Service Operations and Maintenance Standards (Latest Version)

· Facilities Standards for the Public Buildings Service (PBS Latest Version)

· SMACNA Sheet Metal and Air Conditioning Contractors National Association HVAC Systems

· Testing, Adjusting & Balancing

· ASHRAE Guideline 1 HVAC Commissioning Process

· ASHRAE Guideline 4 Preparation of Operating and Maintenance Documentation for Building Systems

· ANSI/ASHRAE Standard 15 Safety Code for Mechanical Refrigeration

· ANSI/ASHRAE Standard 34 Number Designation and Safety Classification of Refrigerants

· ANSI/ASHRAE Standard 55, Thermal Environmental Conditions for Human Occupancy

· ANSI/ASHRAE Standard 62, Ventilation for Acceptable Indoor Air Quality

· ANSI/ASHRAE Standard 92.1 Energy Standards for Buildings

· ANSI/ASHRAE Standard 100, Energy Conservation in Existing Buildings/Commercial

· ANSI/ASHRAE Standard 111, Practices for Measurement, Testing, Adjusting and Balancing of Building Heating, Ventilation, Air-Conditioning, and Refrigeration Systems

· ANSI/ASHRAE 188-2015, Legionellosis: Risk Management for Building Water Systems

· American Society of Mechanical Engineers ASME A17.1/CSA B44, Safety Code for Elevators and Escalators

· American Society of Mechanical Engineers ASME A17.2, Inspector’s Manual for Elevators

· OSHA 29 CFR 1910 and 29 CFR1926

· International Building Code

· International Fire Code

· International Plumbing Code

· International Mechanical Code

· NETA Maintenance Testing Specification for Electrical Power Distribution Equipment and Systems

· NFPA 10, Standard for Portable Fire Extinguishers

· NFPA 12, Standard on Carbon Dioxide Extinguishing Systems

· NFPA 13, Standard for the Installation of Sprinkler Systems

· NFPA 14, Standard for the Installation of Standpipe and Hose Systems

· NFPA 17, Standard for Dry Chemical Extinguishing Systems

· NFPA 17A, Standard for Wet Chemical Extinguishing Systems

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

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

· NFPA 70, National Electrical Code (NEC)

· NFPA 70E, Standard for Electrical Safety in the Workplace

· NFPA 72, National Fire Alarm and Signaling Code

· NFPA 101, Life Safety Code

· NFPA 105, Standard for the Installation of Smoke Door Assemblies and Other Opening Protectives

· NFPA 110, Standard for Emergency and Standby Power Systems

· NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power Systems

· NFPA 2001, Standard on Clean Agent Fire Extinguishing Systems

· NICET (National Institute for Certification in Engineering Technologies publications and issuances

· NIOSH (National Institute for Safety and Health publications and issuances

· NEMA MG-1. National Electrical Manufacturers Association, Motors and Generators

· NEMA Application Guide for AC Adjustable Speed Drive Systems

· Title 40 CFR, Part 761, PCBs in Electrical Transformers

· ANSI/ASME A17.1 Safety Code for Elevators and Escalators

· OSHA (Occupational Safety and Health Administration) 29 CFR (Code of Federal Regulations) 1910.1200, 29 CFR 1910.146, 29 CFR 1910.147, 29 CFR 1910.1030, 29 CFR 1910.1001, 29, CFR 1910.178

8.0 SCOPE

The Contractor shall provide all labor, supplies, personnel, equipment, tools, materials/parts, supervision, maintenance management software (i.e. Maximo), required ancillary items and services necessary to perform the monitoring, maintenance, and repair services. This PWS describes the required maintenance services needed to fully support and provide services that allow HITC the ability to maintain 24/7/365 operations and for the full facility.

The scope for maintenance and repairs on this BPA includes, but not to be limited to the below. The list below is meant to server a general list of all systems. This shall include sub-systems for the below items:

Covered systems and services include: system monitoring, maintenance, and repair of building components, structures, electrical power distribution (HITC and Facility) and emergency electrical power system (Emergency Generator and Uninterrupted Power Supply (UPS) systems, and the associated diesel fuel storage plant and fuel delivery and transfer components and fuel monitoring, and UPS system associated battery banks and battery monitoring system (batteries and monitoring) and transfer components (switchgears) and power delivery), remote power distribution panels (RPDP), input/output switchgear (energized and de-energized), Automatic Transfer Switches (ATSs), battery maintenance, Heating Ventilation Air Conditioning (HVAC) system equipment and controls (close loop cooling tower system, roof top units, Computer Room Air Conditioning (CRAC), facility air handling units, heat pumps, fans, electric and steam unit heaters, heating curtain wall unit, steam supply and condensation system associated Pressure Reducing Valves and condensation pumps, HVAC Direct Digital Control (DDC) system, etc.), cooling tower system water treatment, fire suppression and alarm system (all different type of sprinkler system, smoke and fire detector, strobe light and alarm and door release system, etc.), elevators, general facilities maintenance and repair, snow removal, lawn and grounds maintenance, preventative maintenance services, corrective repairs, work order monitoring and tracking, on-call services, and any associated, facility, power distribution, and control system equipment as needed, as delineated in the table below. Ultimately, the goal is to ensure the complete and usable systems remain current with the scheduled maintenance and component replacement to ensured reliability. All systems shall be maintained according to manufacturer’s recommendations for service level and interval. Demonstrated best practice may be considered based on actual use and application. Under no circumstances shall any systems be removed from service prior to notification of HITC government staff and all affected parties. All necessary training and certifications to maintain the systems and associated equipment must be provided by the Contractor.

9.0 Contractor Key Personnel Qualifications and Responsibilities for General Maintenance

All contractor personnel must have an Occupational Safety & Health Administration (OSHA) 10 certification. The contractor PM must have an OSHA 30 certification. All-onsite electricians must have Arc Flash training. Electrician and HVAC Tech must be Chloro Floro Carbon (CFC) certified. Operators must have the ABC certification for state of Illinois in order maintain and perform fuel repairs. If no training certifications are available, the Contractor’s employer shall certify, in writing, that he/she has met this requirement, and submit it to the VA HITC COR prior to work. In addition to Key personnel, contractor must have maintenance mechanic as part of the 24/7/365 coverage to support data center operations. Key personnel must be available as needed after hours, weekends, and holidays for emergencies.

9.1.2.1 Program Manager (PM)

Program Manager must be on-site available during the hours of 0730 to 1630 +- 30, Monday through Friday (8.5 hours coverage per day), except for Federal holidays. PM must be available after hours in case of an event that impacts 24/7 operations of a datacenter, supervise on-site staff, directing maintenance of systems and equipment, and must adhere to the agreement defined in the standard operating procedure (SOP). An example of this are included but not limited to a fire alarm, loss of power, generators coming on line, and etc… PM must be responsible for the overall management and coordination of this contract and shall act as the main point of contact with the Government. PM is responsible for coordination and procurement of all maintenance and repairs including equipment, tools, materials, and subcontractors to complete projects i.e. maintenance, repairs and emergency services. When the Program Manager is not present at the HITC, the shift Facility Maintenance Mechanic must be the contact point for any issues arising at the HITC and are responsible for notifying the Program Manager and the COR. Ideally, the Program Manager shall have a Bachelor of Science in an Engineering discipline, (e.g., Civil, Electrical, Mechanical, Construction Management, etc.) from an accredited university and/or college and have ten (10) years Program Management experience in the operation, maintenance, and modification of a facility of not less than 50,000 square feet with the complexity of equipment and systems equivalent to that of the HITC. Supervisory and/or management experience must have been at a responsible level such as the facility or plant engineering operation organization. PM must have experience managing multi-disciplines projects related to mission critical facilities including communicating via briefing and/or emails to stakeholders regarding status.

9.1.2.2 Electrical

Electrician must have the ability to perform complete installation / diagnosis and troubleshooting of the electrical system / testing / repair / replacement of electrical systems on a facility the size and complexity of the HITC power distribution system. Electrician must be on-site available during the hours of 0730 to 1630 +- 30, Monday through Friday (8.5 hours coverage per day), except for Federal holidays. Electrician must be available as needed after hours in case of an event that impacts 24/7 operations of a datacenter. Must be able to accurately interpret prints, schematics, and manufacturer’s technical documents. The electrician shall have an accredited electrician certification and must have five (5) years journeymen experience in the maintenance of mission critical facilities identified in Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair.

Electrician must provide knowledgeable and experienced with different OEM such as Square D electrical equipment and other items listed in Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair. Electricians performing the electrical tests and inspections shall be trained and experienced concerning the apparatus and systems being evaluated in Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair. They must be able to evaluate the test data and make a recommendation on the continued serviceability or non-serviceability of the specific equipment. The electrician is expected to perform the preventative maintenance, as required per attachment 1, when an OEM tech is not specified and is to serve as the first line for initial repairs of equipment not requiring OEM certification.

9.1.2.3 Heating, Ventilation and Air Conditioning Mechanic (HVAC) Technician The HVAC Technician must have an accredited Commercial HVAC Equipment certification, three (3) years commercial HVAC experience, and five (5) years journeymen experience. HVAC technician must be on-site available during the hours of 0730 to 1630 +- 30, Monday through Friday (8.5 hours coverage per day), except for Federal holidays. HVAC technician must be available after hours as needed in case of an event that impacts 24/7 operations of a datacenter. HVAC technician must have demonstrated advanced technical knowledge in solving complex problems related to HVAC systems and system components. Must be able to accurately interpret prints, schematics and manufactures technical documents and must have the ability to perform the installation, overhaul, HVAC steam systems, and repair of HVAC systems and equipment of the size and type installed at the HITC. HVAC Technician must have the ability to monitor the operation of computer-controlled building HVAC, direct digital control system (DDCS), pneumatic control systems, and building automation systems. The HVAC is expected to perform the preventative maintenance, as required per attachment 1, when an OEM tech is not specified and is to serve as the first line for initial repairs of equipment not requiring OEM certification.

9.1.2.4 Facility Maintenance Mechanic (maintain 24/7 coverage) Must have the ability to perform install/repair/operations of pneumatic, electrical, electronic, computerized energy management systems, sensors and associated systems for the equipment that will be operated and checked for proper operation during monitoring. The contractor shall have a maintenance mechanic onsite during normal business hours as part of the 24/7 coverage Monday thru Friday to include Federal holidays to support normal operations. The systems mechanics should have at least three (3) years commercial maintenance experience with wide range of systems in the size and complexity of the HITC. Facility Maintenance Mechanics during building rounds must provide the first look response into system failures and coordinate the appropriate action identified in their standard operating procedures for the maintenance and sustainment of the facility.

9.2 Substitution of Key Personnel

It is expected during the course and scope of the BPA when there will be substitution of key personnel due to permanent or temporary situations such as attritions, vacation family events. All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR, or Authorized Designee, and the CO at least 15 calendar days in advance of the effective date, whenever possible during weekly the scheduled meetings, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute must have similar or better experiences for the proposed substitution, and any other information requested by the CO necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements have been fulfilled and resumes provided and accepted. The COR, or Authorized Designee, and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. Any substituted personnel shall have the equivalent or better education, experience, and credentials than the personnel they may replace, subject to VA review and approval.

10.0 TASKS AND DELIVERABLES

This is a non-personal services contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

The tasks in this section constitute a high-level narrative summary of the types of work that VA may order under this Contract. Any examples provided in this section (including but not limited to parentheticals containing a prefatory “e.g.”) do not limit the scope of the subject matter of which they are an example and shall not be interpreted as limiting the intended meaning of the terms describing that subject matter. Specific maintenance, repair and/or emergency repairs required by VA will be detailed in call orders issued under this BPA.

10.1.1 General Maintenance

All facility systems must be maintained according to the Original Equipment Manufacturers (OEM’s) recommendations (see Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair) and when not available industry standards. The Contractor shall only use OEM recommended parts and tools when repairing and replacing equipment parts as part of general maintenance. The purpose of general maintenance is to ensure the contractor follows the OEM suggested maintenance. Before initial general maintenance, the contractor must submit a risk assessment and a method of procedure at a task order level. This section is for General Maintenance only and does not include repairs.

Notification to both Government COR and PM before any system is removed from service. All necessary training and certifications to maintain these systems and associated equipment shall be provided to COR seven (7) days before start by the contractor and/or any subcontractors.

All general maintenance must be performed without interfering with the continued operations of HITC. In addition, the Contractor shall ensure the following:

· All system work must be done in synchronization to avoid as much down time as practical.

· The Contractor must complete monthly inspections of all systems covered under this PWS.

· The Contractor must include all consumable materials such as air filters, belts and liquids, hoses, bearings, valves, gauges, bulbs, switches, etc., which are standard in the general maintenance. These materials will not be directly billed to the VA, but shall be indirectly included within the priced task order.

· The Certified technicians/specialists must be trained and qualified service personnel to work on current systems being serviced. The Certified technician/specialist must remain on site for testing, setting, calibrating and recommissioning of all unit systems after each general maintenance service.

· The Contractor must prepare complete performance check, maintenance repair and inspection test reports for all different system equipment/units with suggested plan of action for any wear and tear items needing to be repaired or replaced per manufacturer requirements.

· The contractor must provide all safety equipment to include personnel protective equipment (PPE) to perform tasks orders under this BPA.

· The contractor must supply a Maintenance Management software program (i.e. Maximo) with twenty-one (21) calendar days from the start of the initial task order to issue work orders, service records and track historical data of work being performed. The management software must have the capability to allow either PDF or Word Format for Government use. The Government COR and Program Manager must have a secure connection onsite or remote to input work orders, review and retrieve data as needed.

· Other Facility Maintenance will be identified at the task order level. Any sub-tasks will be identified at a task order level.

The List below represents areas in which the contractor is responsible for general preventative maintenance:

1. Emergency UPS Power System

2. UPS Power Battery System

3. Emergency Generator Power System

4. Emergency Generator Fuel System

5. Building Electrical System

6. Electrical Distribution System

7. Facility and Data Center HVAC System

8. Fire and Alarm System

9. Fire Suppression System (Dry, Wet, and Chemical)

10. Other Facility Maintenance

a. Elevator Inspection and Testing

b. Dock Levelers and Overhead Doors

c. Interior and Exterior Pest Extermination

d. Lightening Protection

e. Resealing Packing lot

f. Roof Inspection

g. Snow Removal

h. Lawn and Tree Service

i. Interior and Exterior Lighting

j. Plumbing (including eye wash/shower stations and water fountains)

10.1.2 General Repairs

During a repair, the Contractor’s technicians shall provide labor required to perform services that are needed for facility systems operations (i.e., all-inclusive master level services). If these repairs do not require a certified tech, these services shall occur without the interruption or the assistance of a 3rd party Contractor/Subcontractor that is not already onsite assisting the Contractor. This also applies where lack of replacement parts is not an issue (i.e., replacement parts are readily available to be installed by the Contractor).

The List below represents areas in which the contractor is responsible for general repairs:

1. Emergency UPS Power System

2. UPS Power Battery System

3. Emergency Generator Power System

4. Emergency Generator Fuel System

5. Building Electrical System

6. Electrical Distribution System

7. Facility and Data Center HVAC System

8. Fire and Alarm System

9. Fire Suppression System (Dry, Wet, and Chemical)

10. Other Facility Maintenance

a. Elevator Repair

b. Back flow preventer

c. Architectural finishes (caulking, joints, etc)

d. Appliance repairs

e. Loading dock and Warehouse door repairs

f. Loading dock platforms and levelers repairs

g. Parking lot repairs (curbs, gutters, asphalt, striping)

h. Roof Repair

i. Sidewalk Treatment (Concrete)

j. Signage replacement

k. Flooring Repair

l. Supply water/sewer systems

m. General plumbing repairs

n. Water filter replacement

o. Bathroom and janitorial fixes

10.2 REPAIRS AND EMERGENCY REPAIRS (RER)

The Contractor must provide repairs and emergency services as required for all the services to maintain facility operational 24/7/365. This section discusses repairs that are of emergencies and non-emergencies repairs. Each situation will be handled differently, has a different review/approval process, and different reporting. All differentiating requirements will be determined at an order level.

Contractor is responsible to provide all the equipment (for example generators, crane, and etc….), materials, and tools to perform the required repair. Government is not responsible to provide any necessary equipment, materials and tools to perform the repairs. The contractor should include these additional costs at a task order level.

The List below represents areas in which the contractor is responsible for general repairs:

1. Emergency UPS Power System

2. UPS Power Battery System

3. Emergency Generator Power System

4. Emergency Generator Fuel System

5. Building Electrical System

6. Electrical Distribution System

7. Facility and Data Center HVAC System

8. Fire and Alarm System

9. Fire Suppression System (Dry, Wet, and Chemical)

10. Other Facility Maintenance

a. Elevator Repair

b. Back flow preventer

c. Architectural finishes (caulking, joints, etc)

d. Appliance repairs

e. Loading dock and Warehouse door repairs

f. Loading dock platforms and levelers repairs

g. Parking lot repairs (curbs, gutters, asphalt, striping)

h. Roof Repair

i. Sidewalk Treatment (Concrete)

j. Signage replacement

k. Flooring Repair

l. Supply water/sewer systems

m. General plumbing repairs

n. Water filter replacement

o. Bathroom and janitorial fixes

* All sub-systems and sub-components of systems and equipment to be included as part of repairs. This is required in order to keep systems fully operational.

10.2.1 Process for Repairs and Emergency Repairs (RER)

RER will be identified at a task order level. RER must be completed as specified in the OEM guides and/or OEM suggested parts. As required, it is a critical requirement that only certified technicians perform and certify the completed work. In some cases, testing of the repair will be necessary and will be identified at the task order level. After the completion of each repair, the Contractor shall deliver a written report that details the results of the repairs (may include test results if necessary) and make any recommendations towards future remedial actions (such as system upgrades or changes in spare parts).

With the exception of an emergency situation, the Contractor shall notify the COR two (2) weeks in advance for any repair work for HITC approval to proceed with the schedule work. Before any onsite work begins, the Contractor shall coordinate the onsite work with the COR at least 48 hours prior to arrival at HITC.

· Any repair that requires a de-energized system must be performed outside normal business hours (M-F 5pm-5am, weekends, and holidays). The portion of the system requiring de-energization must be performed after hours. All work not requiring de-energizing can be performed in regular work hours. A work plan must be submitted to the COR prior to any work commencing.

· Contractor to identify repairs as they are discovered, and present to Government to the expeditiously either via email, or during periodic contract review meetings.

· Government may also request contractor to assess a potential repair. \

· At minimum contractor must include, but not limited to, a quote along with a method of procedure (MOP), risk assessment, schedule, and any unique information in order to complete the task that must be addressed and/or authorized by government. COR and PM reserve the right to ask contractor for alternatives.

· Government COR and PM shall be the authority that authorizes any work associated with repairs.

Prior to recommending like and kind replacement of any equipment or component of equipment contractor must submit life cycle cost analysis that compares repair vs like and kind replacement. Government COR and PM will be only authority allowing work to commence. Upon completion vendor to submit diagrams.

10.2.2 Emergency Repair

10.2.2.1 Emergency work shall be defined as any event that effects the 24/7 operation of the data center and facility. Emergency Repair may be performed anytime, including federal holidays and weekends. Written approval from the project manager, or COR must be obtained prior to commencing any of this work.

10.2.2.2 When an emergency event occurs, the Contractor must notify the COR as soon as possible. Contractor (PM and Maintenance tech during after hours) must follow the SOP developed with the government (deliverable) when responding to an emergency situation.

10.2.2.3 The Contractor is responsible for providing a Month-to-Month Report tracking all expenditures associated with these CLINs, to include monitoring CLIN ceilings. Please be advised IAW FAR 16.601(d)(2) if the contractor exceeds this ceiling price without notifying the Government it is at the Contractor’s own risk. Failure to follow this instruction may result in the Contractor being responsible for any cost above and beyond the ceiling.

10.2.2.4 Verbal authorization can be given by COR to commence work associated with an emergency repair. Contractor must submit in writing, quotes, as soon as possible.

10.2.2.5 The emergency repair response time shall be no more than two (2) hours from the time a call is placed to when the Contractor representative begins the system inspection.

10.2.2.6 Unless there is a lead time for parts and this is communicated to the COR (and approved by the COR), all emergency repair work shall be completed as soon as physically possible after the Contractor is notified.

11.0 Studies

If necessary, the Contractor will complete a Study for any identified system and/or facilities items in this BPA. The study details will be part of the call orders issued for this requirement.

12.0 Security

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

13.0 Quality Assurance Surveillance Plan (QASP)

Contractor shall submit to the CO and COR a Quality Assurance plan to define how the Contractor plans to maintain quality and meet performance standards IAW this PWS.

QASP is required for all Performance-Based Acquisitions (when PWS used). Complete table below based on requirements, and edit the surrounding paragraphs as appropriate. It is the responsibility of the TO COR to ensure review and contractor compliance with these standards.

The Government shall evaluate the contractor's performance in accordance with the QASP. This plan is primarily focused on what the government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

The Contractor’s performance on this task order will be reported on an annual basis to the Contractor Performance Assessment Reporting System (CPARS). Poor performance may result in issuance of a Contractor Discrepancy Report (CDR). The CO and COR will make use of information from CDRs, as well as any additional knowledge and information available to them with respect to the contractor’s performance, to complete the CPARS.

The Government will not pay for services that do not conform or do not meet performance standards, or have not been properly rendered. The contractor will be given an opportunity to correct non-conforming services at no cost to the Government if the services are non-conforming or the contract requirement is unacceptable.

13.1 Performance Metrics

The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.

Technical Needs

1. Demonstrates understanding of Requirements

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements Offers quality services/products Satisfactory or higher

Project Milestones and Schedule

1. Established milestones and project dates are met

2. Products completed, reviewed, delivered in timely manner

3. Notifies customer in advance of potential problems Satisfactory or higher

Personnel possess necessary knowledge, skills and abilities to perform tasks Satisfactory or higher

to Government

2. Services/products delivered were of desired quality Satisfactory or higher

The Government will utilize a QASP throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

13.1.1 DOCUMENTING PERFORMANCE

Acceptable Performance The Government shall document acceptable performance in accordance with the chart above. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor has to take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

14.0 Deliverables

Deliverables will be identified as part of call orders