Draft PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Preventative and Corrective Maintenance, Pentagon Reservation

Section 1 General Information

1. GENERAL: This is a non-personnel services contract to provide Preventative Maintenance, Corrective Maintenance and Service Calls on all mechanical systems. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Under no circumstances shall the Government assign tasks to, or prepare work schedules for individual contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer (KO) immediately.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Preventative Maintenance, Corrective Maintenance and Service Calls on all mechanical systems as defined in this Performance Work Statement, except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: This contract is for Preventive Maintenance and Corrective Repair Maintenance Services for the entire Pentagon Reservation. The contractor shall provide a comprehensive maintenance program for Mechanical equipment and systems for the Pentagon Reservation. The overall contract management will be accomplished by the Federal Facilities Division (FFD) and Defense Facilities Directorate (DFD) of the Washington Headquarters Services (WHS). The FFD is responsible for operating and maintaining the Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant, the Modular Office Complex (MOC), the South Modular Office Complex (SMOC), the Pentagon Force Protection Agency (PFPA), South Operations Center (PSOC), the Pentagon Heliport, Vehicle Access Control Points (VACPs), and all Reservation grounds and parking areas. The Pentagon Building Management Office (PBMO), Operations and Management (O&M) branch under is under FFD. PBMO’s Operations and Maintenance Branch will serve as the primary Government point of contact for the Preventive and Corrective Maintenance contract and will provide a Contracting Officer Representative (COR).

1.3 Objectives: To provide a comprehensive maintenance program for Mechanical equipment and systems for the Pentagon Reservation, Washington D.C. through Preventative Maintenance, Corrective Maintenance, and Service Calls. And to provide recurring preventive and predictive maintenance on mechanical systems and associated equipment to achieve little or no down time due to systems or equipment failures.

1.4 Scope: The contract encompasses all activities associated with the maintenance, repairs and calibration of the Mechanical equipment. and Related systems to include Air Handling Units (AHU), Exhaust Fans (EF), Fan Powered Induction Units (FPIUs), Heat Exchangers (Hx), Calibration of Meters and Gas Detection System, Chiller Flow Sensors, maintenance and repairs of Variable Frequency Drives (VFD) units for speed control of equipment, Computer Room Air conditioning units (CRAC), Centrifugal Fans, Drinking Water Chillers, Heat Recovery System, Counterflow Cooling Tower, Centrifugal Chillers, Centrifugal Pumps, Chemical Treatment and all types of Direct Expansion Air Conditioning units. The maintenance, repairs and calibration is also to include all related components such as dampers, valves, motors, heating and cooling circulating pumps, bearings, coils, and louvers. All associated valves to include manual valves, motor starters, strainers, steam traps for heat exchangers, including associated gauges and devices for metering and verification of utilities.

Some AHUs are equipped with High Efficiency Particulate Air (HEPA) filters, including all AHU’s that serve the PSOC Firing Range and the Army Video (AMVID) space. The HEPA filters serving the Firing Range may need to be treated as hazardous material(s), pending the presence of lead, and may require hazmat protective gear during maintenance. If so, the used filters from the Firing Range shall be properly disposed as hazmat waste and removed from The Pentagon Reservation on same day the filters are replaced. Attachment J-1 is an illustrative inventory of the types of equipment and systems to be maintained under this contract.

All filter changes shall occur on schedule, and the date shall be documented on the filter and corresponding green equipment card. Services include furnish all parts, labor, materials, and supervision necessary for the preventive maintenance, predictive maintenance, any corrective maintenance repairs, service calls and major and minor IDIQ repairs for the equipment listed in J-1. Maintenance and Repair will include performing periodic testing of air speed and radiant temperatures (field verifying sensors and equipment for proper operation) in occupied spaces to insure occupant comfort, and make adjustments to address recurring problems.

The Contractor shall meet the current American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE) Standards and Universal Space Plan requirements for Thermal Environmental Conditions for Human Occupancy, including continuous humidity control within established ranges per climate zone, manufactures guidelines and ASHRAE current edition and standards of Ventilation for Acceptable Indoor Air Quality. During the life of the contract, individual pieces of equipment or complete systems may be replaced. The Contractor shall manage the replacement of equipment and systems, and report all replacement(s) of equipment and systems on a monthly basis. Changes to the inventory will result in a contract modification.

1.4.1 Attachment J-1: The Attachment identifies a comprehensive list of the existing specific Mechanical systems and/or equipment that will be maintained under this contract. Any equipment not specifically listed in the J-1 needing repair or replacement shall be addressed as a Service Call by the Contractor.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Quality Control Plan (QCP) is to be delivered within 30 days after contract award. Three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC plan

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Comprehensive Preventive/Predictive Maintenance Plan: The Contractor shall provide a comprehensive preventive/predictive maintenance plan within 30 days of the start date of this contract. The predictive plan shall include the anticipation for repair/replacement prior to system failure.

1.6.3 Recognized Holidays: The contractor is not required to perform work on Federal Holidays.

New Year’s Day Labor Day Juneteenth Day Columbus Day Martin Luther King Jr.’s Birthday Veteran’s Day President’s Day Thanksgiving Day Memorial Day Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 6:00am-6:00pm, Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the Pentagon, the Pentagon Heating and Refrigeration Plant, the Modular Office Complex (MOC), the South Modular Office Complex (SMOC), the Pentagon Force Protection Agency South Operations Center (PSOC), the Pentagon Heliport, Vehicle Access Control Points (VACPs), and all Pentagon Reservation grounds and parking areas.

1.6.6 Type of Contract: The government will award a Firm Fixed Price (FFP), Single Award Indefinite Delivery/Indefinite Quantity (IDIQ) contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be capable of passing a background check required for the issuance of a Pentagon access badge (Building Pass) and Computer Access Card (CAC). All contractor personnel must obtain and retain, a Pentagon Building Pass and CAC. Each contractor employee must wear his/her Building Pass at all times inside the Pentagon and when performing work anywhere on the Pentagon Reservation. The contractor shall submit all required motor vehicle information (make, model, license plate number) in order to obtain a Parking Pass or gain entry to the facility.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR and Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the COR and Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR and Contracting Officer.

1.6.7.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: See Section 1.6.11

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. The contractor is responsible for taking meeting notes and providing a copy to the contracting officer within 3 working days after the meeting.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

• Assure that the Contractor performs the technical requirements of the contract

• Perform inspections necessary in connection with contract performance

• Maintain written and oral communications with the Contractor concerning technical aspects of the contract

• Issue written interpretations of technical requirements, including

Government drawings, designs, specifications

• Monitor Contractor's performance and notifies both the Contracting

Officer and Contractor of any deficiencies

• Coordinate availability of government furnished property, and provide site entry of Contractor personnel.

A letter of designation will be issued to the COR, and a copy will be sent to the Contractor. The designation letter states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government The Contractor shall provide factory trained personnel in maintenance of Mechanical systems and in maintenance of the particular units installed (including attendance to classes provided by the manufacturers). All Key Personnel shall be available for all weekly meetings. All Key Personnel should be available between the hours of 6:00am-6:00pm, Monday-Friday. The contractor shall submit resumes to COR and CO for approval when there is a change in this key personnel. All Contractor Key Personnel and alternates shall be fluent in English.

1.6.11.1 Project Manager

The contractor shall provide a Project Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the project manager is absent shall be designated in writing to the contracting officer. The Project Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract, and will be considered key personnel. The Project Manager or alternate shall be available between 6:00am-6:00pm, Monday thru Friday except Federal Holidays. The Project Manager shall manage all maintenance, emergency repairs, service calls and other related activities required by the contract, lead the on-site technical team and serve as technical point of contact for the performance of this contract.

• The Project Manager shall have a valid state Masters license with at Minimum ten years direct technical experience in Heating Ventilation Air Conditioning, and Direct Digital control (DDC) systems in facility maintenance/mechanical systems maintenance, repairs and installation.

• The Project Manager shall have a Chlorofluorocarbon (CFC) universal license and valid Environmental Protection Agency (EPA) certification under section 608 technician certification.

1.6.11.2 Mechanical Engineer

The Contractor shall provide one Mechanical Engineer, who shall oversee the life-cycle analysis of the equipment, and ensure that the replacement parts for equipment and systems are of the exact specifications that the equipment requires. The Mechanical Engineer shall also be responsible for technical expertise of mission critical systems and Programmable Logic Control (PLC), and shall also oversee the research of new and more efficient equipment and parts. The Mechanical Engineer shall review the Job Plans of all equipment categories, ensure that they are complete and all-encompassing per the recommendations of the manufacturer and the Mechanical Engineer’s field expertise. The Job plans shall be updated yearly. The Mechanical Engineer shall also complete any/all capacity calculations as required during equipment changes and upgrades.

• The Mechanical Engineer(s) shall have a Bachelor’s Degree level of education from an ABET-accredited College or University with a minimum of seven (7) years of technical experience in facility maintenance.

1.6.11.3 Master HVAC Mechanics

The contractor should provide an adequate number of Master HVAC Mechanics so that the Pentagon Reservation’s mechanical systems are highly and efficiently maintained.

• The Master HVAC mechanics shall be certified maintenance personnel for

Liebert or Stulz computer room air conditioning units. Training and certification must be current. If the mechanic is not factory trained, they must have a minimum of seven (7) years of direct experience in preventative maintenance and repair of Liebert and Stulz CRAC units to include DDC controls and shall receive factory training within 6 months after the contract award.

• The Master HVAC Mechanics shall have a Chlorofluorocarbon (CFC) universal license and valid Environmental Protection Agency (EPA) certification under section 608 technician certification.

• The Master HVAC Mechanic shall have a valid state Masters license with a minimum of ten (10) years of direct technical experience in Heating Ventilation Air Conditioning, and Direct Digital control (DDC) systems in facility maintenance/mechanical systems maintenance, repairs and installation.

1.6.11.4 Quality Control Manager

The Contractor shall provide a Quality Control (QC) Manager, who shall be responsible for the quality of the work.

• The QC Manager shall hold current valid state Masters license and a minimum of five (5) years of experience in the inspection of equipment type in this contract.

• The QC Manager shall be OSHA Trained, shall not hold any other Key Personnel position, and shall report to the Contractor’s corporate office.

• The quality Control manager shall have a Chlorofluorocarbon (CFC) universal license and valid Environmental Protection Agency (EPA)

1.6.11.5 Maintenance Directors/Maintenance Coordinators

The Contractor shall provide a Maintenance Director/Maintenance Coordinator, who shall be responsible for coordinating and ensuring the successful completion of all service calls (SC), preventative maintenance (PM) and corrective maintenance (CM) tickets/work orders. The Maintenance Director/Maintenance Coordinator shall oversee the accurate upkeep of PM/CM/SC records and work orders in the Maximo work order system.

• The Maintenance Director/Maintenance Coordinator shall have a minimum of seven (7) years of technical experience in preventative maintenance and corrective maintenance.

• The Maintenance Directors/Coordinators shall have a Chlorofluorocarbon (CFC) universal license and valid Environmental Protection Agency (EPA)

1.6.11.6 Assistant Maintenance Directors/Assistant Maintenance Coordinators

The Contractor shall provide two Assistant Maintenance Directors/Assistant Maintenance Coordinators, who shall assist the Maintenance Director/Maintenance Coordinator in ensuring that all service calls, preventative maintenance and corrective maintenance tickets are responded to in the appropriate amount of time (24 hours for service calls).

• The Assistant Maintenance Director/Assistant Maintenance Coordinator shall have a minimum of four (4) years of technical experience in preventative maintenance and corrective maintenance.

1.6.12 Non-Key Personnel

The follow personnel are not considered key personnel by the government. The Contractor shall provide factory trained personnel in maintenance of Mechanical systems and in maintenance of the particular units installed (including attendance to classes provided by the manufacturers). All Personnel shall be available for all weekly meetings. All Personnel should be available between the hours of 6:00am-6:00pm, Monday-Friday. All Contractor Non-Key Personnel shall be fluent in English.

1.6.12.1 Journeymen/General Maintenance Workers

The Contractor shall provide Journeymen/General Maintenance Workers who shall be responsible for all general maintenance, upkeep and repairing of all mechanical systems of the Pentagon Reservation

• The Journeymen/General Maintenance Workers shall be factory trained and certified maintenance personnel for Liebert or Stulz computer room air conditioning units; training and certification must be current. If the mechanic is not factory trained, they must have a minimum of five (5) years of direct experience in preventative maintenance and repair of Liebert and Stulz CRAC units to include DDC controls and shall receive factory training within 6 months after the contract award.

• The Contractor must have a journeyman plumber and a licensed master welder for urgent response, routine calls and repairs, per contract requirements, and be able to meet the response time requirement per section 5.3.

• The licensed welder must be a certified welder from American Welding Society (AWS) and has a certificate as a AWS Certified Welder.

1.6.12.2 Lead PLC Technician

• The contractor shall provide a Lead PLC Technician that is Allen Bradley qualified factory trained and certified maintenance personnel for Rockwell Programmable Logic Control (PLC) equipment.

• The technician shall have a minimum of 10 years of experience in PLC programming and ladder logic with 7 years of direct experience with Allen Bradley and Rockwell control system’s hardware, software and programming.

1.6.13 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The Contractors employees shall visibly wear their badges at all times.

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational

Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.14 Phase in Phase-out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

Section 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

Col Pro systems – Filtration systems used to purify ventilation air in controlled spaces of the building in an effort to protect against CBRN contamination.

Contracting Officer (CO) - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

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

Corrective Maintenance - Maintenance and repair work required to return a system or component to proper operating condition. Corrective maintenance is defined as maintenance work which involves the repair or replacements of components which have failed or broken down and were discovered during preventive maintenance. The cost of performing corrective repairs is included in the fixed price. Corrective repairs are defined as individual repairs that do not exceed $2,000.00 (labor plus materials).

Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

Emergency– A situation requiring immediate action to eliminate hazards to personnel or equipment, to prevent loss of or damage to property, or to restore essential services or functions that have been disrupted.

Emergency Repair– Requires immediate action to repair essential systems and/or equipment that may fail and restore them back to its full operational condition within 24 hours.

Inspection System -The Contractor’s system of controlling the equipment, systems, or services to insure that requirements of the contract are met. The Contractor is responsible for meeting requirements without Government assistance.

Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

MAXIMO Program - Management tool for capturing data required for tracking maintenance work orders in an effort to assure data integrity of equipment and systems.

Maintenance Services - Preventive maintenance, service calls, and minor repairs to Mechanical operating equipment and systems. The day-to-day, periodic, or scheduled work required to preserve real property or equipment to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage and/or failure that otherwise would be costlier to restore.

Physical Security: Actions that prevent the loss or damage of Government property.

Operator Maintenance - Operator maintenance includes, but is not limited to, cleaning, inspection for excessive wear, damage, leaks and corrosion; checks of equipment for excessive noise, vibration and overheating; checking of fluid levels; operator corrosion control; check for proper operation of instrumentation and safety devices; and reporting of mechanical deficiencies for correction or repair. The operator shall report any deficiencies requiring repairs in a timely manner especially if urgent or emergent.

Preventative Maintenance Program - Includes, but is not limited to, periodic inspection, testing, cleaning, lubrication, corrosion/rust prevention and adjustment of all equipment and systems; insulation of equipment; minor parts replacement, and repairs required to keep systems and equipment in optimum operating condition and to minimize malfunction, breakdown, and deterioration of equipment and comply with OEM requirements. Except as otherwise specified, the minimum scope of frequency of preventive maintenance will be at least the same standard and frequency specified in the manufacturers recommendations. This is to include corrective maintenance procedures and corrective maintenance repairs as well.

Project Manager - A person designated in writing by the Contractor who has the authority to act for the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the Contractor.

Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Repair - The restoration of a system, to include collateral equipment, to a condition substantially equivalent to its original intended and designed capacity, efficiency or capability. It includes the replacement of systems and collateral equipment necessitated by incipient or actual breakdown.

Routine minor repairs are covered by the Service Contract Act.

Service Calls – Service calls are defined as unscheduled or corrective maintenance, to include minor and major repairs when needed; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; relocation of equipment, materials, and devices; and miscellaneous services. Material cost includes parts or entire unit replacement if repair is not economically feasible. All service call work estimated to cost $2000 or less (labor plus material) is included in the firm fixed-price portion of the contract.

SOMM - System Operation Maintenance Manuals are a set of manuals that will assist in operation, maintenance, and the repair of the systems and list components over the life cycle.

These manuals will be available at the PBMO office.

Subcontractor: Is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.

Urgent Response – This is considered a faster service call response to (e.g., inoperative equipment, burning smell, insufficient utility requirements) during normal operating hours.

Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

Work Week: Monday through Friday, unless specified otherwise.

2.2. ACRONYMS

ACOR Alternate Contracting Officer's Representative BCTF Boards, Commissions, and Task Forces CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center DOD Department of Defense EM Enterprise Management Directorate FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit WHS Washington Headquarters Services OEM Original Equipment Manufacturer FPIU/FPU Fan Powered Induction Unit AHU Air Handler Unit VAV Variable Air Volume FCU Fan Coil Unit VFD Variable Frequency Drives MOP Method of Procedure NCIC National Crime Information Center CBRN Chemical Biological Radiological & Nuclear HEPA High Efficient Particulate Air.

SOMM Standard Operating Maintenance Manual CLIN Contract Line Item Number NFPA National Fire Protection Association OSHA Occupational Safety and Health Administration CAC Common Access Card CO Contract Officer COR Contract Officer Representative MERV Minimum Efficiency Reporting Value

Section 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide access to available as-built drawings, SOMMS, and other maintenance related documents and manuals at the PBMO.

3.2 Facilities: The Government will provide an office, work station, a computer and limited storage space.

3.4 Equipment: The Government will provide access to scanners, fax machines, and printers.

3.5 Training and Miscellaneous: The Government shall provide Information Assurance training and a Common Access Card (CAC) card upon completion of training. The Government shall provide training on inputting all equipment maintenance and repair data into the MAXIMO database. The Contractor can utilize the Government’s existing bulk trash disposal mechanism.

Section 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials: The Contractor shall provide a Material Safety Data Sheet (MSDS). The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The Contractor shall provide the COR with MSDS for each material in use or stored on the Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS stored by the Contractor on the Pentagon Reservation. The Contractor shall update this information at least once each quarter or more frequently when quantities for any material change by more than ten percent for any single product. The Contract Officer (CO) or COR reserves the right to disapprove of any materials or chemicals. The Contractor shall utilize disinfectant cleaning agents. The Contractor shall meet or exceed the mandatory environmental preferable criteria and required consistencies incorporated in the Contractor’s Stewardship Plan as specified for all of the chemical cleaning-products used during the performance of the contract.

4.3. Uniforms: The Contractor shall require its employees, supervisors and subcontractors to wear distinctive uniform clothing, safety shoes and shall assure that every employee is in uniform upon contract start date. Employees shall wear uniforms consisting of shirts and trousers, coveralls, or smocks for men, and dresses, and blouses with skirts or slacks, or smocks, as appropriate, for women. The uniform shall have the Contractor’s name, easily identifiable, permanently attached above the waist. The color or color combination of the Contractor’s uniforms worn on the Pentagon Reservation shall be approved, in advance, by the COR. Unless the performance of a particular task requires otherwise, the Contractor’s employees shall maintain an appearance that is neat and clean, and reflects favorably upon both the Contractor and the DOD.

4.5. Equipment: The Contractor shall provide and or furnish for itself any and all equipment to meet the requirements of this PWS.

4.6. Storage Area: The contractor shall provide storage area within 25-35 miles radius of the NCR. This storage will be to house filters, equipment and parts to maintain the J-1 inventory maintenance plans.

Section 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Preventative Maintenance

5.1.1 Preventative Maintenance procedures shall fully comply with the government-approved preventative/predictive plan created by the Contractor. The Contractor shall complete all duties and tasks assigned in the preventative/predictive plan for all equipment items during preventative maintenance of equipment, and shall complete a full checklist as each item on the plan is completed. If the Contractor isn’t able to complete a task during the preventative maintenance, the Contractor shall notify the contract Project Manager, and complete the missing task within 24-hours. The Contractor shall provide a monthly excel spreadsheet report for all equipment that verifies that all PM Plan steps were completed. This report shall also include a Quality Control (QC) signature.

5.1.2 Inventory: The Contractor shall keep an adequate amount of parts in inventory in order to meet response time requirements.

5.1.3 Preventative Maintenance includes, but is not limited to, periodic inspection, testing, cleaning, lubrication, corrosion/rust prevention and adjustment; insulation of equipment; minor parts replacement, and repairs required to keep systems and equipment in optimum operating condition and to minimize malfunction, breakdown, and deterioration of equipment and comply with OEM requirements. Except as otherwise specified, the minimum scope of frequency of preventive maintenance will be at least the same standard and frequency specified in the manufacturers recommendations. This is to include corrective maintenance procedures and corrective maintenance repairs as well.

5.2 Corrective Maintenance

5.2.1 Corrective maintenance procedures shall, at minimum, comply with guidance provided in the Standard Operating Maintenance Manual (SOMMS) and manufactures recommendations, which should be used as a basis for troubleshooting and repair. In case of missing SOMMs, a copy should be printed out by the Contractor and be used during troubleshooting and repair. Corrective maintenance is maintenance and repair work required to return a system or component to proper operating condition.

Corrective maintenance shall be performed on a routine basis, as indicated in the SOMMs specified on the contract, and/or as a result of preventive maintenance inspections accomplished by the Contractor in accordance with the SOMMs requirements.

5.2.2 Corrective Maintenance Repairs: The Contractor shall correct any deficiency identified while they are performing preventive maintenance. Performing Corrective Maintenance Repairs with a value of less than $2,000.00 per each repair request shall be included in the firm-fixed price of the Preventive and Predictive Maintenance and Inspection Program. Typically, less than 100 Corrective Maintenance repairs with a value less than $2,000.00 per year would be expected.

5.3 Service Calls: The Contractor shall respond to all service calls provided by the COR, Engineering Supervisor, and Operations & Maintenance Manager. The two types of service calls are: Routine Response and Urgent response. Any repairs under $2,000.00 associated with the Service Call shall be included in the contract as part of the monthly rate under Contract Line Item Number (CLIN) 0001.

5.3.1 Routine Response: Upon receiving a routine call, the project manager shall respond within one (1) hour with a call back and shall be on site within (2) hour. This service shall be within Standard Hours of Operation. The Contractor’s normal operating hours shall be based on Local Time (6:00am-6:00pm) Monday through Friday. Typically, less than 240 routine responses are expected per year.

5.3.2 Urgent Response: Should an urgent situation arise during Standard Hours of Operation

(e.g., inoperative equipment, burning smell, insufficient utility requirements), the Contractor shall report as directed not later than 30 minutes with a call back and shall be on site within (1) hour. Typically, less than 60 urgent responses are expected per year.

5.3.3 All Services Call response requirements shall be completed within 24 hours of notification. If Contractor is unable to complete services within required time period, the COR will be immediately notified and additional arrangements made to accomplish the required service.

5.4. The Contractor shall report any deficiencies found during maintenance of the Mechanical systems within 2 hours to the COR by e-mail and by phone call. The Contractor shall also include a plan of action for correcting the deficiencies.

5.4.1 For all Mechanical equipment repair work, the Contractor shall provide the COR with an estimate cost of labor hours and materials required for completing the necessary repairs, along with a schedule for accomplishing the work within 24hrs of the deficiencies report.

5.4.2 Contractor recommended deficiency reporting format must be approved by the COR.

The contractor should submit the format for the deficiency report 10 days after award.

The Contractor shall submit deficiency report to the COR before repairs commence.

5.5. The Contractor shall provide recurring preventive and predictive maintenance on mechanical systems and associated equipment to achieve little or no down time due to systems or equipment failures.

5.5.1 Services shall at a minimum comply with the references listed in the applicable publication listed in Section 6 and the requirements of this Performance Work Statement (PWS). Where there are differences in the level of effort prescribed among the requirements in the references, the PWS, etc., services shall at minimum comply with the most stringent requirements.

5.5.2 The work shall include, the identification, planning, scheduling, status reporting, analysis of the mechanical equipment and systems maintenance requirements, to include a life-cycle report and the accomplishment of the required maintenance/repairs, including emergency repairs, as necessary to preserve and maintain the systems and equipment in a faultless condition, thus preventing premature breakdown or the need for expensive repairs.

5.6 The Contractor shall provide Hardware and Software utility management, Technical Support for any control calibration and repair, to include associated sensor calibration; repair and/or replacement (e.g., water meters, chiller flow sensors and the current direct digital control system). Heating Ventilating, and Air Conditioning (HVAC) controls and the Direct Digital Control System are primarily handled by Johnson Controls equipment via Metasys; Control system for RDF Chiller Plant is provided by Rockwell Automation Systems.

5.7 The central maintenance issue is the sheer number of separate, yet functionally related, individual systems to be maintained. In addition, a large amount of equipment is installed in classified and secure locations, which are mission critical to the operations of various Department of Defense (DOD) agencies. Time allowances should be made to coordinate access to these spaces. All system disruptions must be addressed in a timely manner in order to preserve the operations of the tenant’s individual missions.

5.8 Preventive Maintenance (PM) Program

5.8.1 The Contractor shall develop and implement a PM Program within 30 days of the contract award which addresses preventive maintenance, minor repairs, major repairs and service call response for The Pentagon Building and Reservation that results in extending the useful life of the equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency. The intent of PM program is to provide routine maintenance services that permit the early detection and correction of items which, if deficient or defective, would: (a) interfere with normal operation of the system; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the contracting officer as an indication of unsatisfactory performance of the PM by the Contractor.

5.8.2 The PM program shall include all inspection, checks, adjustments, and maintenance items necessary to insure that each system complies with applicable manufacturers’ or industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved SOMMs for the equipment.

5.9 PM Plan

5.9.1 Within 14 days of contract award, the Contractor shall submit three copies of the PM Plan to the contracting officer. Each copy shall be on a Compact Disk-Read Only Memory (CD-ROM) and submitted via email to the CO and COR. The Government will review and approve via email the plan within 30 days. A draft copy of the proposed PM plan shall be submitted to the contracting officer for approval prior to commencing work. All monthly scheduled PM work is expected to be completed and updated into MAXIMO within the month scheduled. The contracting officer may require changes or additions to the approved PM program plan should multiple deficiencies occur. Any Contractor proposed changes to the accepted PM program must be submitted via mail to the Contracting Officer for approval. Allow 10 working days for review and approval via email of proposed changes.

5.9.2. The Contractor shall update and resubmit three copies of the plan to the contracting officer 30 days before the next option year period is exercised. The schedule shall indicate, for each item of equipment or systems identified in Attachment J-1, the day of the week in which weekly or more frequent inspections shall be performed. Attachment J-1 is not all inclusive and may be updated as needed for prevenative maintenance. Submit PM schedules on a Compact Disk-Read Only Memory (CD-ROM) and via email to the CO and COR, and format and four hard copies at the scheduled monthly review meetings.

The Contractor shall schedule and perform PM within the following time-of day constraints within Standard Hours of Operation. Once approved via email by the contracting officer, the Contractor shall adhere to this schedule in order to facilitate the Government’s surveillance of the work. Any proposed changes to the approved schedule must be submitted via email to the contracting officer for approval.

5.9.3. The Contractor performs all preventive maintenance work specified herein on the dates shown in the approved PM schedule. The Contractor shall correct all equipment deficiencies identified during the PM. When possible, equipment deficiencies detected during the PM’s program shall be corrected on the date they were first discovered. All deficiencies shall be corrected in a timely manner so as not to affect facility operations. If the deficiency cannot be corrected immediately or at least within 24 hours, the Contractor shall notify via email and telephone the COR before leaving the activity. This notification shall provide the contracting officer, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

5.9.4. The detailed PM plan shall contain the maintenance procedures for all equipment and systems; establishes procedures for documenting the maintenance and repair history of equipment and systems; and provides a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract.

5.9.5. The PM Plan includes, at a minimum:

5.9.5.1 Maintenance, and repair records to include maintenance log with service dates on the equipment. The Contractor shall maintain an equipment file in hard copy and in electronic excel sheet format for each piece of equipment listed as a part of the MAXIMO system.

5.9.5.2 Maintenance schedules

5.9.5.3 Monthly Preventive & Predictive maintenance reports

5.9.5.4 Maintenance & Repair procedures

5.9.5.5 Quality Control Plan – the Contractor shall provide a Quality Control (QC) Plan. The Contractor shall develop and maintain a quality control program to insure the quality, timely, and efficient operations, maintenance, and minor repair in accordance with this contract, applicable laws and regulations, standards, manufacturer recommendations, utility codes, and commercial practices.

5.9.5.6 Contingency plans for loss of the Contractor's on-site personnel (e.g., strike,…