DRAFT Attachment IV - Task Order 3 Statement of Work - After Hours.pdf

FOOD AND DRUG ADMINISTRATION

The Office of Facilities Engineering and Mission Support Services (OFEMS) Division of Operations Management and Community Relations (DOMCR)

Facilities Maintenance & Operations Branch (FMOB)

Performance Work Statement (PWS)

After-Hours of Above Standard Equipment at the FDA White Oak Campus

DRAFT Date: 3 April 2025 Version Number: 0.1

Contents

1. BACKGROUND

2. APPLICABLE DOCUMENTS

3. SCOPE

3.1. The Food & Drug Administration White Oak Campus (WO)

3.2. The shifts are divided into five separate shifts

3.3. During inclement weather & holidays.are divided into five separate shifts

3.4. During each shift, the shift worker will perform two separate WO Campus building tours

3.5. Any emergencies that could impact WO Campus infrastructure

3.6. Provide continuous monitoring of critical alarm systems

3.7. Respond to all Vivarium alarms within 10 minutes or less

3.8. Receive all Rees alarms

3.8.1 All on-duty after-hour staff personnel

3.9. Report any issues

3.10. COR requests

4. AFTER HOURS EMERGENCY REPAIR WORK PROCEDURES

4.1. During FDA Building Tours

4.2. When Making A Building Tour

4.3. If issue cannot be repaired immediately

4.3.1. Open Any Freezers Or Refrigerators

4.5. Emergency work orders

5. THE CONTRACTOR SHALL PROVIDE

6. APPLICABILITY

7. ORDER TYPE

8. PERFORMANCE DETAILS

9. PLACE OF PERFORMANCE

10. OPERATION AND INSPECTION

11. CLEANING

12. DELIVERABLE

1. BACKGROUND

The U.S. Food and Drug Administration (FDA) White Oak Campus, located at 10903 New Hampshire Avenue, Silver Spring, Maryland, consists of 710 acres of developed land in addition to 130 acres of land planned for continued development. The campus is comprised of state-of-the-art laboratories, office buildings and support facilities. As demonstrated within Attachment I – Site List, the FDA houses over 4,400 pieces of specialty equipment. Subsequently, the purpose of this requirement is to obtain a Contractor specialized equipment maintenance and repair services to support FDA’s mission to protect public health by ensuring laboratory specialty equipment located at the White Oak Campus, are maintained, and repaired according to local, state, federal and industry standards, and regulations (i.e. including BSL3, ISO and AAALAC standards).

This Statement of Work (SOW) seeks to establish a new IDIQ contract to provide after-hours service/support to over 4,400 pieces of specialty equipment.

2. APPLICABLE DOCUMENTS

a. The Contractor shall comply with all applicable documents listed in the Basic IDIQ PWS.

b. Master Equipment List

c. After-hours route sheet

d. BLDG Data Center Tour

3. SCOPE

3.1. The Food & Drug Administration White Oak Campus (WO), 10903 New Hampshire Avenue, Silver Spring, Md. 20993 has after-hours contract to provide manpower to staff the WO Campus with shift personal. The shift personnel provided will be required to be on the WO Campus 24 hours a day, 7 days a week, 24 hours a day including all Federal Holidays & inclement weather.

3.2. The shifts are divided into five separate shifts.

The day shift, (0600-15:00), the weekly evening shift (18:00-06:00), weekly day shift worker, (10:00 – 18:00), and the weekend shifts. The weekend shifts consist of the day shift (06:00 – 18:00), and the night shift, (18:00 – 06:00). The weekly day shift will include both the floating shift worker, (10:00 – 18:00), and the permanently assigned day crew, (06:00 – 15:00). While the day shift crew is permanently assigned to day work.

3.3. During inclement weather & holidays.

The shifts may be altered slightly to accommodate for weather. The contractor will coordinate with the shift workers when necessary to alter the schedule to accommodate during Holidays or inclement weather. When the shift has been altered the Shift supervisor will notify the Chief Engineer & Assistant Chief Engineer of the changes, and they will in turn notify the Contracting Officer’s Representative, (COR).

3.4. During each shift, the shift worker will perform two separate WO Campus building tours.

Using the preset tour sheet. During the building tours the operator will use the electronic check-in program to log into each predetermined check-in site. In addition, each operator will prepare an electronic tour sheet log detailing the tour at the end of each shift. The report shall include at minimum Date, Time, building and location of incident. Nature of incident. Equipment Impacted. What was done to isolate/resolve the issue. Will additional repairs be necessary. Who was notified Any emergencies that are noted while performing building tours will require either notifying the appropriate contracting staff or notifying the Shift Supervisor. Provide an incident report for every shift at the end of the shift and an immediately to the COR. For emergencies, an incident report will be initiated using the ERIC system.

3.5. Any emergencies that could impact WO Campus infrastructure.

Damage, employee health or employee well-being or equipment damage, will immediately be escalated to the appropriate contract personnel. The appropriate contract personnel will then notify the COR of the incident. Respond to, secure, and assist with clean-up (where appropriate) of all building related emergencies. Where applicable to restricted or limited access areas, respond to emergencies.

3.6. Provide continuous monitoring of critical alarm systems.

(i.e. vivarium’s, BSL-3 labs, clean rooms, data centers, MRI suite, NMR suite, freezer farm B-75, G-631 etc.) to immediately react to Emergency/Urgent Alarms.

3.7. Respond to all Vivarium alarms within 10 minutes or less.

The contractor is required to respond to any animal alarms or call that are related to the well-being on the animals. This would include calls from the Vivarium personnel, GSA or Honeywell.

3.8. Receive all Rees alarms.

Response to above standard equipment alarms, contractor should contact the appropriate cascade list as follows: For Mechanical Freezers, Cryo freezers, Walk-in Freezers and Cold Rooms - the identified end users on the green contact cards should be contacted. Check to make sure units have power and if the unit is having mechanical issues contact the responsible researcher listed on the unit.

3.8.1. All on-duty after-hour staff personnel should receive notification via REES for voltage (i.e. switch alarms) and temperatures alarms for constant temperature rooms.

This alarm represents a transient or extended power outage to the equipment.

3.9. Report any issues that are not the responsibility of the above standard equipment to the Honeywell after hours number. 301-512-9775 or 301-951-0855.

3.10. At COR request, the above standard equipment contractor may assist GSA or Honeywell contractors with after-hours shutdown of utilities. Further, the COR reserves the right to temporarily waive the need for a building tour while technicians are working on a utility shutdown. COR will provide a written notice for the tour waiver.

4. AFTER HOURS EMERGENCY REPAIR WORK PROCEDURES

4.1. During your FDA building tours.

You will occasionally encounter a piece of equipment that has malfunctioned, and it will become necessary to diagnose the repair. It may require an unbadged vendor to come to the sight. You will always escort the vendor to the piece of equipment and always stay with them.

After the diagnosis has been completed and you are aware of the repairs that will become necessary to restore the piece of equipment to normal operational, the next step is obtaining a written proposal. You have no authority to issue a notice to proceed to the vendor unless there is no charge to the government. However, if there is a cost to the government the contractor shall contact the COR or CO for a notice to proceed. The government may issue a not to exceed notice to proceed. The government will not pay any cost over that amount without approval from the government.

4.2. When making a building tour.

If you notice any potential hazard, you will proceed to search for the closest shutoff valve and isolate the supply water or steam to eliminate or reduce damage to the FDA infrastructure. When experiencing these types of emergencies, always use proper procedures and related regulations to shut off the source of utility. Always stop momentarily and assess the hazards and impact involved in turning off the utility. Notify the Honeywell shift and advise them of the issue and what you have done to secure the utility. After the utility has been isolated, once again, you have no authority to issue a notice to proceed to any contractor. In this situation you will notify the appropriate contract personnel. The appropriate contract personnel shall be notified and contact the COR for further instructions.

4.3. If issue cannot be repaired immediately, You will initiate an ERIC service ticket and report the incident giving the FDA number, Model number, Serial number, Building number, Room number & the customer information off the piece of equipment if available. If the piece of equipment is a freezer or walk-in box it is important to contact the user by collecting contact information from the green card on the freezer. Make sure to record the date time of the call to the customer and leave messages on any voice mails.

4.3.1. At no time is the contractor permitted to open any freezers or refrigerators unless you receive written permission from the user. Many of the FDA WO Campus freezers store Biohazard materials which restrict entry. You should see a Biohazard sticker on the front of the freezers or refrigerators. If the equipment is full of product and is losing the set point temperature, it will become imperative that proper notification is given to the user so that they can transfer the product. The contractor staff will under no circumstances move any product. If you cannot contact the user, immediately contact the appropriate contract personnel. It is important that the COR be notified, informing them that you cannot get in touch with the user. If you cannot contact the appropriate contract personnel, you have permission to contact the COR’s. All methods used to contact the user and lines of leadership shall be documented in detail and must include but not be limited to date time who you spoke with and details of the conversation on the Shift report emergency box.

4.4. Emergency work orders.

Are defined as any type of repair that is urgent in nature as determined by the COR. The Contractor shall respond to emergency work orders initiated during normal work hours within 15 minutes or less. The Contractor shall respond (i.e., be on-site at FDA) to emergency work orders after normal work hours within 1 hour or less and continue diligently working until the emergency has been resolved. The Contractor shall not exceed the cost approved by the CO or COR without approval.

5. THE CONTRACTOR SHALL PROVIDE THE GOVERNMENT WITH

OPERATIONS AND INSPECTION SERVICES.

For the following types of equipment:

a. Refrigeration

b. Building System

c. Air Monitoring

d. Autoclave

e. Research Safety

f. Animal Care Processing

g. Fire Protection

h. Electrical

i. Water Processing

6. APPLICABILITY

This (TO) effort SOW is within the scope of Section 5.2 “Operations and Maintenance” of the Preventative Maintenance of Above Standard Equipment at the FDA White Oak Campus IDIQ

SOW.

7. ORDER TYPE

The effort shall be proposed on Fixed Price (FP) basis.

8. PERFORMANCE DETAILS

The performance period shall be for a base period with four one-year option periods.

9. PLACE OF PERFORMANCE

The place of performance for this Task Order shall be the White Oak Campus (WO), located at:

10903 New Hampshire Ave, Silver Spring, Maryland 20993

No work shall be performed on Contract sites or outside of the Continental United States

(OCONUS).

10. OPERATION AND INSPECTION

The Contractor shall conduct operations and maintenance on the following equipment:

1. Refrigeration

a. -80° Freezer

b. -30° Freezer

c. -20° Freezer

d. 4° Refrigerator

e. A/C Package Unit

f. A/C Package Unit Parking Booths

g. Liquid Nitrogen System

h. Liquid Nitrogen Generator

i. Reese Monitoring System

j. Constant Temp Room

k. Ice Machine

l. Liquid Nitrogen Freezers

2. Building System

a. Air Compressors

b. CO2 System

c. Vacuum Pump

d. CO2 System

3. Air Monitoring

a. Aircuity Sensors

b. Gas Guard

4. Autoclave

a. Autoclave

b. BSL-3 Autoclave

5. Research Safety

a. Bio Safety Cabinet

b. Bio Safety Animal Rack

c. Down Draft Table

d. Fume Hood

6. Animal Care Processing

a. Cage Washer

b. Dumpster Dock Leveler

c. Bedding Machine Waste

d. Glasswasher

e. Tunnel Washer

7. Fire Protection

a. Fire Suppression System

8. Electrical

a. Batteries Flooded -

b. Batteries Gel

c. Battery Monitoring System

d. Uninterrupted Power Supply (UPS)

e. Power Distribution Unit (PDU)

9. Water Processing

a. Water Polisher

b. Water Softener

c. Waste Naturalization System

d. Animal Drinking Water

e. RO/DI water system

11. Cleaning

The Contractor shall be responsible for cleaning all areas immediately after the work has been performed and return it to its original condition. Cleaning shall include broom cleaning, removal of all smudges, grease, stains, dirt, paint drips, and refuse resulting for the Contractor’s work. The Contractor shall be responsible for cleaning and/or replacing carpet which is damaged or soiled by the Contractor. The Contractor shall present any pre-existing conditions to the COR with pictures and in writing before work begins.

A. Carpet B. Pictures of pre-existing conditions and/or damages

12. DELIVERABLE

12.1. The contractor shall follow the Base IDIQ PWS. Provide additional minor services not exceeding the $2,500 repair threshold on covered equipment during after-hours to protect research.

12.2. At COR request, the above standard equipment contractor may assist GSA or Honeywell contractors with after-hours shutdown of utilities. Further, the COR reserves the right to temporarily waive the need for a building tour while technicians are working on a utility shutdown or emergency repair. COR will provide a written notice for the tour waiver.

12.3. Electronic tour sheet log detailing the tour at the end of each shift.

12.4. Report of all repairs that are done including parts used under contract obligation limit.