Draft PWS.pdf

Section C

DRAFT PERFORMANCE WORK STATEMENT (PWS)

FACILITIES OPERATIONS / MAINTENANCE

And

CUSTODIAL / PEST CONTROL SERVICES

11/14/2024

TABLE OF CONTENTS

1. INTRODUCTION 10

1.1 Objective 10

1.2 Code or Requirement Conflict 10

1.3 Contractor 10

2. SCOPE OF WORK 10

2.1 Description of Services 10

2.2 Basic Services 11

2.3 Additional Services 11

3. BASIC SERVICES 12

3.1 Facility Operations 12

3.1.1 Building Operations Plan (BOP) 12

3.1.2 Instructions 14

3.1.3 Facility Temperature 14

3.1.4 Equipment Checks (Tours) 14

3.1.5 Reserved 15

3.1.6 Snow Removal, Salting, Ice Abatement, and Pavement Vacuuming Services 15

3.1.6.1 General Requirements 15

3.1.6.2 Specific Requirements 16

3.1.6.3 Snow and Ice Removal 16

3.1.6.4 Salting 16

3.1.6.5 Pavement Vacuuming 16

3.1.6.6 Additional Services 16

3.1.6.7 Annual Snow Removal Plan 16

3.1.6.8 Chemicals 17

3.1.7 Maintain Equipment Rooms and Contractor Spaces 17

3.1.8 Painting and Corrosion Control 17

3.1.9 Read Utility Meters 18

3.1.10 Equipment Condition Report 18

3.1.11 Energy Conservation 18

3.1.12 Lamps and Ballasts 19

3.1.13 Demand Response Programs 19

3.1.14 Water Conservation 19

3.2 Building Systems Water Treatment 19

3.2.1 Water Treatment Program 19

3.2.2 Independent Testing 20

3.2.3 Weekly Water Treatment Tests 23

3.2.4 Chemicals 23

3.2.5 Legionella Water Inspections 23

3.2.5.1 Testing 23

3.2.5.2 Testing Instructions 24

3.3 Service Calls 25

3.3.1 General Service Call Requirements 25

3.3.2 Service Call Reception 26

3.3.2.1 Service Call Reception During Regular Working Hours 26

3.3.2.2 Service Call Reception After Normal HRS 26

3.3.2.2.1 Reception at Continuous On-Site Staffed Locations 26

3.3.3 Service Call Classification, Response and Completion 27

3.3.3.1 Emergency Service Calls 27

3.3.3.2 Hot/Cold Calls 27

3.3.3.3 Urgent Service Calls 27

3.3.3.4 Routine Service Calls 28

3.3.3.5 Utility Time Service Calls (UTSC) 28

3.3.3.6 Service Call Deferrals 29

3.3.4 Service Calls with a Cost Greater than $3,000 29

3.3.5 Materials, Equipment and Critical Spares 30

3.3.6 Repair Standards 30

3.3.7 Damages Caused by Weather Conditions or Vandalism 30

3.3.8 Technical Assistance 30

3.3.9 Moving Furniture and Equipment 30

3.3.10 Service Call Database 31

3.4 Preventive Maintenance (PM) and Certification 32

3.4.1 Preventive Maintenance (PM) 32

3.4.2 Preventive Maintenance Performance and Scheduling 32

3.4.3 Changes in Equipment Inventory 34

3.4.4 PM Documentation 34

3.4.5 Equipment Identification Numbers (ID) 35

3.4.6 Equipment Certifications 35

3.4.7 Certification Schedules 36

3.4.8 Infrared Testing (Scanning) 36

3.4.9 Control Systems 36

3.4.10 Oil Analysis and Oil Changes 38

3.4.10.1 Periodic Oil Analysis 38

3.4.10.2 Non-Destructive Chiller Tube Analysis 38

3.4.11 Boiler/Pressure Vessel Operation and Inspection Standards 39

3.4.12 Backflow Prevention Devices 39

3.4.13 Domestic Water System 39

3.4.13.1 Reserved 40

3.4.13.2 Reserved 40

3.4.13.3 Repaired, Modified, Serviced or Breached 40

3.4.13.4 Reserved 40

3.4.13.5 Routine Flushing for Childcare, Health Units, and Showers 40

3.5 Personnel Requirements 41

3.5.1 On-Site Project Manager 42

3.5.1.1 On-Site Computerized Maintenance Management System (CMMS) Administrator 42

3.5.1.2 Custodial Personnel 42

3.5.1.2.1 Qualifications of Supervisory Employees 42

3.5.1.2.2 Qualifications of Other Contractor Personnel 42

3.5.2 On-Site Shift Supervisors 43

3.5.3 Electricians 43

3.5.4 Heating Ventilation Air Condition (HVAC) Mechanic 43

3.5.5 Maintenance Mechanic 43

3.5.6 Specialized Equipment Maintenance 44

3.6 On-Site Hours of Operation 44

3.7 Environmental, Health and Safety (EHS) Requirements 45

3.7.1 General 45

3.7.2 Submittals 45

3.7.3 Scheduling and Recordkeeping 46

3.7.4 IRS Environmental Permits 47

3.7.5 EHS Compliance 47

3.7.6 EHS Inspections 47

3.7.7 EHS Training 48

3.7.8 Personal Protective Equipment 48

3.7.9 Occupant Protection 48

3.7.10 Housekeeping 48

3.7.11 Equipment 48

3.7.12 Accidents, Mishaps and Near Misses 49

3.7.13 Fire Protection 49

3.7.14 Electrical Safety 49

3.7.15 Compressed Gas Cylinder Safety 50

3.7.16 Power Industrial Trucks (PIT) 50

3.7.17 Confined Spaces 50

3.7.18 Air Emissions 51

3.7.19 Underground Storage Tanks 51

3.7.20 Spills and Releases 51

3.7.21 Waste Management 52

3.7.22 Hazardous Material (HAZMAT) 52

3.7.23 Refrigerants 53

3.7.23.1 Inventory of Refrigerants 53

3.7.23.2 Reclamation of Refrigerants 53

3.7.23.3 Accountability for Refrigerants 53

3.7.24 Emergency Planning and Community Right-to-Know Act (EPCRA) 54

3.7.25 Hazardous Building Material 54

3.7.25.1 Asbestos 54

3.7.25.2 Lead-Based Paint 55

3.7.25.3 PCBs 55

3.7.25.4 Other Hazardous Building Materials 56

3.7.26 Sustainable Building 57

3.7.27 Green Purchasing 57

3.8 Security 57

3.8.1 Site Access and Clearances 57

3.8.1.1 Full Time and Frequent On-Site Access 57

3.8.1.1.2 Staff-Like Access Definition and Requirements 58

3.8.1.1.3 Eligibility Requirements 59

3.8.1.1.4 Suitability Screening Requirements 60

3.8.1.1.5 Fingerprinting and e-QIP 60

3.8.1.1.6 Submission Requirements 61

3.8.1.1.7 Contractor Employee Training Requirements 61

3.8.1.1.8 Contractor Employee Separation Contract Requirements 61

3.8.1.2 Infrequent and Intermittent Access 62

3.8.2 Badges 62

3.8.3 Facility Security 62

3.9 Phase-In and Phase Out 62

3.9.1 Phase-In Planning/Staffing 62

3.9.2 Existing Deficiencies Inspection 63

3.9.2.1 Inspection Process 63

3.9.2.2 Equip. Disassembly/Reassembly for Inspection Purpose 64

3.9.3 Inspection Documentation 64

3.9.4 Correction of Deficiencies 64

3.9.5 Responsibility for Normal Operations and Maintenance 64

3.9.6 Contract Start 65

3.9.7 Phase-Out 65

3.9.7.1 Contract Close-Out Inspection 65

3.9.7.2 Inspection Documentation 65

3.9.7.3 Deficiency Correction 65

3.10 Quality Control Plan (QCP) 66

3.10.1 Inspection System 66

3.10.2 QPC Personnel 66

3.10.3 Annual Executive Quality Control (QC) Inspection 66

3.10.4 QCP Documentation 66

3.11 Government Quality Assurance Plan (QAP) 67

3.11.1 Quality Assurance Surveillance Plan (QASP) 67

3.11.2 Re-Work for Substandard Work 67

3.11.3 Failure to Perform Scheduled Tasks 67

3.11.4 Degree of Deviation from Requirement and Deduction Calculation 67

3.11.5 Additional Government QAP Actions 68

3.11.6 Government Inspection Timeframes 69

3.12 Contingency Plans 69

3.13 Required Reports and Submittals 69

3.14 Partnering 69

3.15 Warranties 70

3.16 Computerized Maintenance Management Systems (CMMS) 70

3.17 As-Built Drawings 70

3.18 Work Performance, Coordination and Scheduling 70

3.18.1 Routine Work Coordination 71

3.18.2 Facility Outages Coordination 71

3.19 Reserved 71

4. ADDITIONAL SERVICES 71

4.1 Types of Additional Services 71

4.1.1 Repair Requirements (Service Call Work) Exceeding $3,000 71

4.1.2 Correction of Deficiencies Identified During the Phase-In Inspections 72

4.1.3 New Project Work 72

4.1.4 Snow Hauling 72

4.2 Emergency Additional Service 72

4.3 Cost Proposals for Other Than Emergencies 72

4.4 Consequences of Failure to Provide Cost Proposals 74

4.5 Changes to the Scope of Work for Task Orders 74

4.6 Reports 74

5. GOVERNMENT FURNISHED ITEMS 74

5.1 Government Furnished Space 74

5.1.1 Keys to Government Facilities 74

5.1.2 Authorized Use and Access to Spaces 75

5.1.3 Technical Publications 75

5.2 Government Furnished Materials (GFM) 75

5.2.1 Material Inventory 75

5.3 Government Furnished Equipment (GFE) 75

5.3.1 Office Furnishing, Minor Tools and Shop Fixtures 76

5.3.2 Use of Government Property 76

5.3.3 Equipment Inventory 76

5.3.4 Computers 76

5.4 Government Provided Services 76

5.4.1 Utilities 77

5.4.2 Fuels 77

5.4.3 Housekeeping Services 77

5.4.4 Grounds Maintenance and Refuse Removal 77

5.4.5 Security and Fire Protection 77

6. CONTRACTOR PROVIDED ITEMS 77

6.1 Materials 77

6.2 Communication Equipment 78

6.3 Drawings 78

6.4 Personal Protective Equipment 78

6.5 Uniforms 78

6.6 Warranty of Services 78

7. CUSTODIAL SERVICE 78

7.1 General Requirements 78

7.2 The Contractor Shall 79

7.3 Reports/Submittals 81

7.4 Applicable Executive Orders and Regulations 82

7.5 Product Requirements and Green Cleaning 82

7.6 Biobased Product Reporting 83

7.7 Specific Requirements 83

7.7.1 Interior Space 83

7.7.2 Bare Floors 83

7.7.3 Carpet and Rugs 83

7.7.4 Floor Mat, Runners and Umbrella Bags 84

7.8 Restroom 84

7.8.1 Restroom Policing 84

7.8.2 Restroom minor Maintenance 84

7.8.3 Restroom Cleaning Schedule 84

7.8.4 Drinking Fountains 84

7.8.5 Surfaces 85

7.8.6 Walls 85

7.8.7 High Cleaning 85

7.8.8 Trash and Waste Baskets 85

7.8.9 Recyclables 85

7.8.10 Health Unit, Child Care and Fitness Center 85

7.8.11 Stairways 85

7.8.12 Plate Glass 85

7.8.13 Window Washing 85

7.8.14 Blinds and Coverings (Not including Drapes, Curtains, and Unique Coverings) 85

7.8.15 Concessions 85

7.9 Exterior Cleaning 86

7.9.1 Plate Glass 86

7.9.2 Window Washing 86

7.9.3 Canopies 86

7.9.4 Surfaces (signs, chairs/benches, tables, etc.) 86

7.9.5 Dock Areas 86

7.10 Hand Sanitizer dispensers 86

7.11 Art Work 86

7.12 Ash Receptacles and Trash Containers 86

7.13 Excrement Removal (Human, avian, rodent, and service animals) 87

7.14 Service Calls 87

7.14.1 Emergency Service Calls 87

7.14.2 Routine Service Calls 87

7.14.3 Scheduled Routine Service Calls 87

7.14.4 Additional Service Requests 87

7.14.5 Service Call Documentation 88

7.14.6 Enhanced cleanings 88

8. PEST CONTROL SERVICES 88

8.1 General Requirements 88

8.2 Specific Requirements 89

8.3 Environmental Compliance 89

8.3.1 Control Methods 89

8.3.2 Certified Applicator 89

8.3.3 Pesticide and Herbicide Use Records 90

8.3.4 Safety 90

8.3.5 Quality 91

9. DEFINITIONS AND ACRONYMS 91

10. REGULATIONS AND REFERENCES 91

Technical Exhibit Number

Title of Technical Exhibit

File Name TE-1 General Location and Site

Information TE-1 Facility Location Data

TE-2 Facility Components and Equipment TE-2 Facility components listing TE-3 Index of Drawings TE-3 Index of Drawings TE-4 IRS PM Guide Cards TE-4 IRS Preventive guide cards TE-5 Equipment PM List TE-5 Equipment list TE-6 Required Submittals and Reports TE-6 Contract Deliverables TE-7 Government Furnished Items to be included in the contract TE-7 Inventory for Government Furnished Supplies

TE-8 Glossary of Terminology TE-8-Terminology TE-9 Applicable Regulations and

References TE-9 Regulations and References

TE-10 Infrared Testing Requirements TE-10 Infrared Testing TE-11 Service Call, PM, and ADDITONAL

SERVICES workflow charts TE-11 CMMS Service Call, PM, IDIQ Flow Chart

TE-12 Certification Requirements TE-12 Certification Requirements TE-13 Mural Maintenance TE-16 Mural Maintenance TE-14 Biobased Reporting Forms TE-14 Biobased Reporting Forms TE-15 QASP TE-15 O and M QASP TE-16 Custodial Cleaning Frequencies TE-16 Custodial PWS Cleaning

Frequencies TE-17 Custodial Cleaning Descriptions TE-17 Custodial PWS Cleaning

Descriptions TE-18 Elevated Cleaning TE-18 Elevated Cleaning COVID-19

Event TE-19 Enhanced Cleaning TE-19 Enhanced Cleaning SOW

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. INTRODUCTION

1.1 Objective

The objective of this solicitation is to obtain contract services for facility operations and preventive maintenance, together with repair services for buildings, structures, building equipment, pest control, snow removal, and custodial at U.S. Department of Treasury, Internal Revenue Service (IRS) Facility at the following location(s): Andover Service Center (ANSC), 310 Lowell St. Andover, MA 01810.

The overriding objective of this solicitation is to provide the services stated herein with the utmost reliability to minimize any negative impacts on critical building systems which could adversely affect the IRS’s mission. Moreover, the objective is to ensure no unscheduled building systems outages on critical building systems which affect IRS operations. The specific location, mission, facility size, building(s) population and other relative data are shown in Technical Exhibit TE-1.

1.2 Code or Requirement Conflict

Throughout this PWS there are references to applicable codes or requirements. These references are for informational purposes to assist in the definition of services to be provided by, or expectations of the Contractor. The Contractor is expected to be knowledgeable of all applicable local, State and Federal requirements associated with the performance of their contract responsibilities together with related industry best practices. In the event of a conflict between the requirements of local, State or Federal requirements, or a conflict between this PWS and the local, State or Federal requirements and/or industry best practices, the most stringent requirement shall apply. The Contractor must comply with the provisions of Executive Order 13834 with respect to the operation of government-owned facilities and vehicles.

1.3 Contractor

Throughout the PWS, the term “Contractor” is used to reference the successful offeror in the performance of the duties as described in this PWS.

2. SCOPE OF WORK

2.1 Description of Services

The Contractor shall provide all management, supervision, labor, materials, supplies, repairs, maintenance, parts, tools and equipment and shall plan, schedule, coordinate and ensure completion of all contract requirements specified herein at Internal Revenue Services (IRS) building(s) at the following location(s):

Andover Service Center (ANSC), 310 Lowell St. Andover, MA 01810. Specific facility equipment and building systems included in this contract are shown in Technical Exhibit TE-2 for Facility Components and Equipment (contract covered systems and infrastructure components requiring operations, service calls and service call repairs, etc..) and Technical Exhibit TE-5 depicting Building Equipment PM requirements for the site (equipment requiring PM performed on a scheduled basis). The Contractor shall be fully responsible for the operation, repairs, scheduled preventive maintenance and equipment certifications necessary to effectively operate and maintain all building equipment and systems as listed in this contract. The Contractor shall also provide additional services building/equipment repair services, new work, snow hauling services, and phase-in deficiency correction.

The Contractor shall be required to operate the facilities covered by this contract during all emergency situations such as fires, spills, accident and rescue operations, strikes, civil disturbances, natural disasters and the like. The contract Project Manager and his designated staff shall become thoroughly familiar with the IRS Occupancy Emergency Plan (OEP) at each site. Participation in the IRS OEP shall be mandatory during the event of an emergency regardless of the time of occurrence. The Contractor shall be responsible to support the OEP during an actual emergency or any associated preparatory drills, by performing specific actions as required by the COR as part of the basic services (fixed price) portion of this contract.

2.2 Basic Services

The basic services portion of this requirement is intended to encompass performance of all services to:

• Operate the facility (described in Paragraphs 3.1, 3.2 and 3.6);

• Perform all service calls and repairs initiated by the Government as service calls (described in Paragraph 3.3);

• Perform Preventive maintenance and equipment certification and infrared testing (described in Paragraph 3.4 and related Technical Exhibits, TE 4, TE 5 and TE 10);

• Provide the services to manage the work at each location (described in Paragraph 3.5) and;

• Perform project planning and proposal development activities and cost estimating of all ADDITIONAL SERVICES work requested by the Government (described in paragraph 4).

• Custodial Services

• Cafeteria Equipment Maintenance

2.3 Additional Services

Additional Services may be ordered as a credit card authorization (< $3,000) as a means of authorizing additional services. All additional services costing more than $3,000 will be authorized by a fixed-price and/or time and materials task order. The additional services requirements of this contract will not exceed $500,000 for each individual task order. All additional services requirements exceeding $500,000 for each individual task order are excluded from this contract. Additional services are as follows:

That portion of service call repairs that are in excess of $3,000 up to the maximum order limitation of $500,000;

• Phase-in deficiency corrections that are in excess of $500.00 up to the maximum order limitation of $500,000;

• Snow Hauling up to the maximum order limitation of $500, 000 and

• New Project Work (Paragraph 4.1.3) up to a maximum order limitation of $500,000 additional services requirements up to a maximum order limitation of $500,000 shall be ordered by issuance of task orders by the Administrative Contracting Officer (CO) in accordance with FAR 52.216-18, ordering and 52.216-19, Order Limitations. Additional services less than $3,000 may be ordered by issuance of purchase card orders by the Contracting Officer’s Representative (COR). The

Contractor shall be responsible to have processes in place to accept ADDITONAL SERVICES credit card orders up to the $3,000 threshold by no later than the end of the phase in period.

• BASIC SERVICES/ADDITIONAL SERVICES

Work Category Firm-Fixed Price Task Order Facility Operations Services, (Paragraph 3) including but not limited to BOP. (Paragraph 3.1.1), Water treatment (Paragraph 3.2), all service calls less than $3,000. (3.3)

X

The first $3,000 in labor, materials and/or subcontract costs associated with each service call. X

Preventive Maintenance, Certification and Infrared services. (Paragraph 3.4)

X

Phase-In inspection corrections up to $500 each. X All costs exceeding $3,000 in labor, material and/or subcontract costs associated with each service call up to a maximum order limitation of $500,000.

(Paragraph 4.1.1)

X

Phase-In Inspection Deficiency Corrections exceeding $500 up to the maximum order limit (Paragraph 4.1.2)

All labor and materials associated with New Project Work from $0 to a maximum order limitation of $500,000. (Paragraph 4.1.3)

3. BASIC SERVICES

3.1 Facility Operations

The Contractor shall provide all services to operate the facilities as described below.

3.1.1 BUILDING OPERATIONS PLAN (BOP)

The Contractor shall prepare and successfully implement a building operating plan (BOP) for each facility based on the building equipment inventory and the IRS customers’ operational needs. The BOP shall address both heating and cooling operations. All energy intense equipment (equipment exceeding 5 horse power) shall be separately identified in the BOP by the equipment identification number (ID #) and an operational plan (start up and shut down times and days operated) shall be established so all equipment is operated in the most energy efficient manner possible taking into consideration indoor temperatures and outside weather conditions during all operational seasons. The BOP shall be furnished to the COR no later than the end of the phase in period. The government may suspend all contract payments until a satisfactory plan is submitted and approved by the Government. The Contractor shall review the BOP at least annually (within the first 30 days of each option period) or when directed by the Contracting Officer’s Representative (COR) and make any necessary revisions to the plan. All revised plans shall be submitted to the COR for written approval prior to implementing the revised BOP. The COR will provide written acceptance or rejection of the plan within 30 days. At a minimum, the BOP shall address the following:

(1) Standard operating procedures for operating building systems, to include as a minimum:

a. Startup and shutdown times and procedures relative to various environmental conditions.

These conditions include but are not limited to: typical operation when cooling is required, typical operation when heating is required, operations when typical weather conditions impact heating or cooling (high humidity, extreme cold or hot periods, high winds), typical operation in “off seasons” (where applicable) when item “d” below can be realized.

b. Procedures to accommodate tenant overtime utility requests.

c. Peak load demand management procedures (if applicable).

d. Other operating strategies to maximize efficiency and minimize energy consumption.

e. Descriptions of major mechanical equipment and sequences of operations for equipment systems.

f. Locations of and requirements associated with accessibility and operations for all major utility shut offs including gas, oil, steam, electric (including UPS) and water.

g. Locations of all electric rooms and a narrative of the areas served by each.

(2) Energy intense equipment (all equipment above 5HP) start up and shut down schedules and operating procedures to achieve sound energy management practices while at the same time providing a building environment in accordance with this solicitation.

(3) Procedures to achieve and maintain temperatures within the facilities occupied and unoccupied spaces.

(4) Operations to protect facility, systems and equipment during extreme cold.

(5) Provide procedures for use of free cooling building equipment to save energy.

(6) Specific description of how and when equipment operational checks (tours) will be performed.

(7) Describe procedures and frequency for back up of all automated control systems for building equipment.

(8) Development of a lighting control plan based on automated building lighting systems and/or manual procedures. A complete plan shall be developed explaining in detail how lighting shall be operated, and costs shall be controlled.

(9) Describe the procedures for how all outages to building equipment and systems will be requested in advance. All non-emergency, non-PM related outages shall be approved by the COR a minimum of 24 hours in advance.

(10) Plans and procedures for addressing situations where there is inoperability and impairment of Fire Protection and Life Safety systems, including Fire Watch and impairment procedures (e.g., red tags, etc.).

(11) Plans and procedures for demand response programs, utility peak pricing tariffs and utility curtailment plans.

(12) Describe the procedures and frequency of training for the Contractor staff to ensure strict adherence to the BOP.

(13) Description of watch procedures and documentation to be undertaken during operation of boilers, chillers, and related equipment.

3.1.2 Instructions

The Contractor shall develop specific standard operating procedures for Contractor personnel to implement the accepted BOP. These instructions shall be used by Contractor personnel in daily performance of work. A copy of these instructions shall be provided to the COR annually and shall be made available to other Government personnel upon request.

3.1.3 Facility Temperature

All spaces occupied during facility operating hours shall be maintained at 74 degrees ± 2 degrees Fahrenheit.

Rooms housing Information Technology equipment (Data Centers identified in TE-1) shall be maintained between 64 and 82 degrees Fahrenheit with a relative humidity between 35 – 70%. All HVAC and /or CRAC units will have the same temperature set points. Rooms used for special Printing Operations will be maintained at 72 degrees ± 1 degree Fahrenheit with a relative humidity of 50% ± 5%. All HVAC and/or CRAC units will have the same temperature set points. Any temperature deviations shall be approved by the COR in writing.

3.1.4 Equipment Checks (Tours)

The Contractor shall perform equipment checks on all major building equipment at set frequencies (as listed below). Equipment check sheets associated with equipment listed below shall be completed at the time equipment checks are performed. Equipment check sheets (format to be approved by the COR during the phase-in period) shall document all major operating parameters and must indicate the tolerance bands for acceptable performance where available. All findings noted during the checks shall be entered as remarks on the check sheet and a service call work order shall be initiated for any deficiencies that can't be immediately corrected. All completed equipment check sheets shall be provided to the COR within 2 workdays after completion (as required by the COR). A building tour logbook (format to be approved by the COR during the phase-in period) shall be stationed within the particular area and maintained for all mechanical and electrical machine room locations (as required by the COR). The building tour logbook stationed within the particular area shall reflect a minimum 30-day period of performance and shall be notated with the time, date, and mechanics initials when equipment checks are performed in these areas. Completed equipment check sheets and logs beyond the 30-day period shall be maintained in an orderly filing system by the Contractor and remain available for review by the COR throughout the duration of the contract. Thirty days before the expiration of the contract, all contract records (electronic and hard copy) shall be provided to the COR.

Equipment operating logs shall be maintained for major equipment (chiller, boilers, etc. format to be approved by the COR during the phase-in period). Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment. The past 7 days of logs shall be kept at the equipment in a protective covering. Logs past 8 days old shall be maintained in an orderly filing system by the Contractor and remain available for review by the COR throughout the duration of the contract.

Required Equipment Check Frequencies:

Minimum:

1. DAILY: Major HVAC equipment (when in operation) including boilers, chillers, sump pumps, cooling towers, BAS/EMS, pneumatic control air compressors and air handlers, fire alarm system control panels (fire alarm system control panels shall not have any trouble conditions), steam system reducing and regulating stations, special purpose HVAC for critical functions (for 24 hour operations the checks will be performed once per 8 hour shift).

2. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, generators, battery systems and uninterruptible power systems (UPS).

3. MONTHLY: Transformers, secondary Electrical rooms. Switchgear/primary electrical equipment rooms and condensate drip pans.

Where central plant equipment (chillers over 300-ton capacity and all boilers), is in operation the Contractor shall perform the following monitoring:

1. Monitor starting, stopping and loading of equipment.

2. Check all operating equipment in the watch area every two (2) hours.

3. Record operating data in appropriate logs or records every two (2) hours.

4. Make minor adjustments at the central control panel (or BAS front end) in response to changing weather/operating conditions.

The Contractor shall make no changes to the established equipment configuration or the programming/operating sequence of control systems for fire alarm, HVAC, mechanical or electrical systems in facilities without the written consent of the COR. Upon completion of any maintenance or repair work, the equipment and its components shall be clean and shall have no missing or damaged parts. The equipment shall operate within the equipment manufacturer’s design criteria levels.

3.1.5 Reserved

3.1.6 Snow Removal, Salting, Ice Abatement, and Pavement Vacuuming Services

3.1.6.1 General Requirements

The Contractor shall remove snow and ice from sidewalks, steps, landings, entrances and emergency exits, as necessary to ensure safe access (as determined by the COR) to the ANSC main building complex as part of the fixed price scope of the contract. This includes but, is not limited to, physical or chemical product use to maintain these areas in a safe manner for building occupants. The contractor shall consider environmentally friendly products and submit the SDS for proposed products to the COR and the HQ EHS professional responsible for EHS review.

The smallest amount needed to be effective shall be used. The Contractor will not be evaluated or deducted for delayed non-critical work as a direct result of diverting employees from normal functions for snow removal required during normal operating hours. The COR retains the right to determine what type of services and the duration of diverted services for the removal of snow and ice.

3.1.6.2 Specific Requirements

3.1.6.3 Snow and Ice removal

The Contractor shall respond at the time specified by the COR based on recommendation of on- site contractor/security personnel. The Contractor shall use equipment and techniques that achieve safe roads and parking areas in a timely and cost-effective manner. Removal operations shall continue until directed to stop by the COR. The Contractor shall place snow markers around the perimeter of each site and to identify fire hydrants and similar obstacles by November 15 and remove the markers by May 15. The approximate size of the area to be serviced is 815,000 SF.

3.1.6.4 Salting

The Contractor shall respond at the time specified by the COR based on recommendation of on- site contractor/security personnel. The de-icing compound shall be approved for use on porous asphalt pavement. The use of a sand mixture is allowed and must be approved by the COR. Materials may be stored at an approved location at the Andover site between November 15 and May 15.

3.1.6.5 Pavement Vacuuming

A large area of the parking lot is porous pavement. As such the entire site must be treated as if it were porous. Sweeping is prohibited. The Contractor shall vacuum the parking areas and streets as necessary to maintain a safe, clean and pleasing appearance and no less than quarterly. During the months of December, January, February, and March, the parking lot will be vacuumed monthly.

3.1.6.6 Additional Services

Snow removal and physical or chemical treatment, services of the parking lot, roadways, loading dock areas, etc. will be ordered as additional services work based on tiered pricing for snow removal services as noted in the pricing schedule. Billing will be based on amount of snow and contractor shall provide certified snow totals for Andover, MA for each snow event billed. Tier pricing break down for snow removal should be broken down as follows: (1-3”, 3.1-6”, 6.1-9”, 9.1-12”, & 12”+).

Ice Treatment – will be paid per application. Contractor will need to sign in/sign out in the visitor log.

Street sweeping/vacuuming will be paid per service. Contractor will need sign in/sign out in the visitor log.

3.1.6.7 Annual Snow Removal Plan

The Contractor shall submit a detailed snow removal plan that meets the needs of the IRS. At a minimum, the snow removal plan shall include the following items:

• Coordination measures to ensure appropriate levels of effort for the conditions of the building and site.

• Key Personnel and their responsibilities

• Snow removal event triggers

• Treatment areas requiring de-icing

• Approved materials and chemicals

• Safety plan

• Notification procedures

• Priority areas as identified by IRS

• Identifying any subcontractor support contractor may utilize

3.1.6.7 Chemicals

Chemicals shall be used to reduce environmental and safety hazards due to ice and snow. All chemicals used shall be approved by the COR prior to the first inclement weather event. The Contractor shall ensure there is an adequate supply of chemicals readily available to cover unexpected snow and ice occurrences.

Chemicals such as salt or salt equivalents must be stored in a manner that prevents them from accidental release due to weather (e.g. rain, wind). Chemicals that are prohibited or restricted because of impact to waterways will not be used. The contractor shall maintain and provide to the government copies of SDS sheets for all chemicals used.

3.1.7 Maintain Equipment Rooms and Contractor Spaces

The Contractor shall keep building equipment machine rooms, shops, and contractor office spaces clean and always organized. The contractor shall always maintain a safe working environment. All areas shall be kept free of extraneous materials, swept, mopped and dusted. Any Contractor damage to walls, ceilings, floors, pipes, ducts or exteriors of equipment shall be repaired and the finish shall be returned to match the existing conditions. Operating supplies such as packing, lubricants, rags, cleaners, etc., shall be properly secured in containers and stored in accordance with fire safety requirements outlined in the NFPA and local fire safety laws and regulations, in spaces approved by the COR for storage.

During government building inspections by the COR or Government Maintenance Work Inspectors (MWI’s), any unacceptable conditions such as unauthorized storage of hazmat materials, old parts, supplies and/or debris discovered will result in an issuance of a service call at no additional cost to the Government to rectify the situation. Any fines or fees imposed as a result of improper storage of any material, supplies, equipment or safety conditions as a result of contractor actions will be paid by the contractor or it will be deducted from the monthly payment.

3.1.8 Painting and Corrosion Control

Painting included in the basic services portion of this contract is limited to 200 SF per service call at no additional cost to the Government and includes but is not limited to touching up interior and exterior architectural, structural and equipment surfaces such as walls, ceilings, doors, trim, windows, floors, hand railings, metal surfaces, installed building equipment, mechanical equipment, piping and insulation, duct work, machine room walls, ceilings and floors.

Additional painting (over 200 SF per request) may be ordered under additional services ADDITIONAL SERVICES task orders and includes but is not limited to the following interior and exterior surfaces such as ceilings, walls, partitions, doors and trim, windows, floors, foundation, roof, walls, windows, doors and trim as well as structural coatings for surfaces such as mechanical and electrical equipment, structural members, towers, tanks, pipes, utility appurtenances, poles and antennas. ADDITIONAL SERVICES painting may also include performing road and parking lot striping. Prior to all applications of paint, the type and color of the paint to be applied shall be approved by the COR.

3.1.9 Read Utility Meters

The Contractor shall read the gas, steam, electricity, water, fuel oil, and sewage meters monthly and record the readings. The meters shall be read each month as directed by the COR. A Monthly Utility Usage Report of the meter readings shall be provided to the COR as part of the Monthly Progress Report (format to be approved by the COR during the phase-in period). The Contractor will also escort each utility company to read the applicable meter as required by the utility company and/or the COR. The cost to provide this service shall be included in the fixed price portion of the contract.

3.1.10 Equipment Condition Report

The Contractor shall provide immediate notification to the COR for all equipment that is not fully operational. Furthermore, the Contractor shall provide a Daily Equipment Report (format to be approved by the COR during the phase-in period) (sent via E-mail) to the COR by 9:00 am, that identifies any equipment not fully functional and shall detail the equipment deficiency and the proposed estimated time for the equipment to be returned to operational status. The contractor shall time/date stamp (a device that prints the full date and time on the equipment condition report) the report when it is turned over to the Government (unless the report is emailed, then the date/time of the email will serve as the recorded time it was turned over to the Government).

3.1.11 Energy Conservation

The Contractor shall operate equipment and systems as efficiently as possible without compromising service to the tenants. Failure to operate equipment prudently e.g., unnecessarily setting demand peaks, simultaneously heating and cooling, operating equipment when not needed, overriding set points unnecessarily or failing to correct underlying conditions may result in contract payment deductions under the terms of the Quality Assurance Surveillance Plan (QASP). The Contractor is expected to make full use of analytical tools available (e.g., interval meter data, BAS trend data), to diagnose problems and identify operational improvements.

The Contractor, in coordination with the COR and considering life-cycle costs, shall pursue the use of the most energy efficient replacement parts and equipment (Energy Star Rated) items available. The Contractor shall be responsible for all costs associated with the use of high efficiency, energy saving parts. In cases where high efficiency equipment is currently installed and requires replacement, the replacement part must meet or exceed that standard (the COR shall make the final determination of whether the replacement parts and equipment meet the required standards). Any rebates received from a service utility provider shall be assigned to the Government or applied as a credit against an associated order issued by the Government to the Contractor.

An aggressive Government energy management program is in place. At a minimum, all equipment, systems, architecture, and structure shall be operated and maintained per E.O. 13834, Department of Energy recommendations, best practices, and guidance. Subsequent updates, revisions, etc., shall become part of the contract at no additional cost to the Government.

3.1.12 Lamps and Ballasts

The Contractor shall replace failed lamps, to include appropriate ballasts if required, with the most efficient products available in accordance with existing building standards defined by the COR. In lieu of such standards, lamps shall be replaced with the most efficient products available matching type and Color Rendering Index (CRI) for existing facility lighting. The Contractor shall establish and implement a lamping and ballast recycling program for fluorescent tubes and light bulbs in accordance with EPA, state, and GSA regulations.

3.1.13 Demand Response Programs

The Government may participate in any of the available demand response programs or critical peak pricing tariffs administered by utility companies, State agencies or third-party administrators. If the Government participates in such a program and advises the Contractor of the requirements of such program, the Contractor shall cooperate fully in the implementation of the program as part of the fixed price portion of the contract.

The Contractor shall develop a curtailment program in consultation with the Government and subject to Government approval; such plan shall be described in the Building Operating Plan. The Contractor shall implement all Government approved curtailment measures (which might typically include turning off unnecessary lighting, shutting down designated elevators, implementing temperature setback programs, etc.), immediately on notification of a curtailment, in accordance with the plan. Failure to diligently manage systems in accordance with such programs may result in contract payment deductions under the terms of the QASP for excess costs or loss of revenue to the Government.

3.1.14 Water Conservation

The Contractor, in coordination with the COR and considering life-cycle costs, shall pursue the use of the most water efficient replacement parts and equipment items available. Where applicable, the Service Provide shall purchase WaterSense (SM) labeled products. If irrigation services are subcontracted, the contractor shall be certified through a WaterSense labeled program.

3.2 Building Systems Water Treatment

The Contractor shall provide a written detailed water treatment program with their proposal covering all equipment and systems with specific details of how the water treatment will be implemented, maintained, scheduled, and oversight provided as part of this contract. The program shall include but is not limited to all the requirements of the PWS under 3.2. Existing site-specific equipment shall be addressed in the program (chemical less treatment system, unique controller, filtration systems, etc.).

3.2.1 Water Treatment Program

A. During the phase-in period, the Contractor shall have the water analyzed in each of the applicable building systems named below. The Contractor shall provide a written report during the initial 30 days of the phase-in period which details their findings of the water analysis and establishes an appropriate treatment program for each system.

1. Hot water heating systems

2. Condensate systems

3. Chilled water systems

4. Condenser water systems

5. Decorative Fountains

B. The water treatment program and services supplied by the Contractor shall be specifically formulated for each type of system according to the recommendations of a chemist, laboratory or firm that specializes in the water treatment field. In addition, the Contractor shall be responsible for furnishing and installing all the necessary automated chemical feed equipment required to monitor and automatically feed chemical treatments for all water systems as part of the fixed-price portion of this contract. All automated chemical feed equipment shall be included as part of the complete water treatment program. The program shall be submitted to the COR within the first 60 days of the phase-in period and the COR will provide written approval or rejection of the water treatment program within 30 days of receipt of the program.

Acceptable corrosion rates are established in the GSA Public Buildings Service Operations and Maintenance Standards. Molybdenum shall not be used.

3.2.2 Independent Testing

Every water analysis made on these systems, whether initial, regular or follow-up, shall be made by or under the supervision of an independent, registered certified and licensed chemist, laboratory, or firm specializing in the field of water treatment. A written report of findings of all tests shall be submitted to the COR within five (5) calendar days of the analysis. Analyses other than the initial analysis noted above, shall be made on each system as follows:

1. Once each month on a regular, recurring basis (a monthly report shall be included in the monthly progress report).

2. Following any change in the treatment program to ensure proper treatment.

The initial analysis of the HVAC water system(s) shall be submitted to the COR within five (5) calendar days of the analysis. It shall be the responsibility of the Contractor to correct any non-compliant conditions at no cost to the Government as soon as a solution has been reviewed and approved by the CO or designee. Any initial cost that exceeds the $3,000 threshold shall be a shared liability. Once the parameters are within the established tolerances the Contractor shall be responsible to maintain equipment and chemistry at the Contractor's cost.

The periodic water treatment and testing reports shall be included in the monthly progress reports. All other analysis reports performed to analyze or mitigate non-conforming issues shall be brought to the attention of the CO or designee immediately. The monthly progress reports shall include the following items:

a) Testing dates, procedures and (in-house and independent) results,

b) Make up water volumes used,

c) Chemical amounts and types added to the system(s),

d) Tolerance and range criteria set forth in the Plan as compared to actual testing results,

e) Remediation actions taken during the month,

f) Trending data for a running 12 month period on all measures as they compare to the tolerance and acceptability range parameters set forth in the Plan, and

g) Any other pertinent data/info to complete a comprehensive profile of the HVAC water system(s).

The Contractor shall compare cooling tower water treatment results with the Chiller Operating Log.

Trending and best practices shall be identified and proposed to CO or designee for review and approval prior to implementation in an effort to establish the most efficient systems operations based on conditions.

Table of GSA established HVAC water management criteria.

Open Loop

Chemistry Tests

Frequency of Test

Operating Ranges

Tower Water Conductivity

Auto Blow down: Weekly, Monthly Manual Blowdown: Daily

160-2400 mmHOS (110-1600 ppm)

Makeup Water Conductivity (Hardness)

Auto Blow down:

Weekly, Monthly

40-600 mmHOS (30-400 ppm) pH Test Daily, Weekly 7.5 to 9.5

Corrosion Monitoring (Coupon Test)

Quarterly (3 months) Iron: 2 to 5 mils/ year Copper: 0.2 to 0.5 mils/ yr

Total Bacteria Testing

Quarterly (during operating season) and whenever the system has been shut-down for 5 consecutive days. 1 sample per cooling tower cell.

Max: 1000 cfu/ml

(colony forming units/ ml)

Chlorides Weekly, Monthly Max: 250 ppm as Cl Max: 410 ppm as NaCL

Sulfites Weekly, Monthly 50-100 ppm SO3

80-160 ppm Na2SO3

Corrosion Inhibitor Residual

Auto Chem. Feed: Weekly, Monthly Defined by Consultant

Oxidizing Biocide Residual

Auto Chem. Feed: Weekly, Monthly Defined by Consultant

Closed Loop

Chemistry Tests

Frequency of Test

Operating Ranges pH Monthly 7.5-9.5

Total Dissolved Solids

(TDS) or Conductivity

Quarterly (3 months) Maximum: 2000 ppm or (2500µS/cm)

Polyphosphates (PO4) Monthly 10- 20 ppm

Sulfites Monthly 50-100 ppm SO3

80-160 ppm Na2SO3

Total Bacteria Testing Monthly (during operating season) and whenever the system has been shut-down for 5

Max: 1,000 cfu/ml

(colony forming units/ ml) consecutive days.

Corrosion Monitoring (Coupon Test)

Bi-Annually (6 months) Iron: max. 0.5 mils/ year

Copper: max. 0.2 mils/ yr

Corrosion Inhibitor Residual

Monthly Defined By Consultant

3.2.3 Weekly Water Treatment Tests

Trained on-site Contractor personnel or sub contracted personnel shall routinely conduct water treatment and testing of all water systems identified in paragraph 3.2.1 on a weekly basis. A written report of findings of all tests and any adjustments to the system shall be submitted to the COR within two (2) calendar days.

3.2.4 Chemicals

A. The Contractor shall provide all equipment, chemicals and services, including application required to control corrosion, scale, algae and slime in each of the systems named above. The treatment supplied shall be one that has been specifically formulated for each type of system according to the recommendations of a qualified chemist, laboratory or firm experienced in the water treatment field. The treatment(s) shall prevent:

1. Buildup of adherent mineral deposits (scale) on heat transfer surfaces in any of the systems.

2. Algae, slime and bacteria growth.

3. Corrosion B. Where temperatures, pressures or other operating data indicate that the scale control program is not adequate, the Contractor shall clean the equipment immediately at the contractor’s expense, check the treatment for accuracy and thereafter maintain temperatures, pressures and other pertinent factors within limits specified by the manufacturer of the equipment. Slimicides, algaecides and biocides or non-chemical methods shall be used to prevent algae, slime and bacteria growth. The Contractor shall warrant that the chemicals or methods as used in the water treatment program:

1. Shall not endanger the health or safety of persons coming into contact with the materials.

2. Shall not harm or damage personal or real property.

3. Shall have no detrimental effect on the metallic, nonmetallic and wood materials in the equipment being treated.

4. Chemicals shall follow current water pollution regulations of any local, State and Federal agency including, but not limited to, the Environmental Protection Agency.

3.2.5 Legionella Water Inspections

The Contractor shall test building system water per Table 1 below, for the presence of Legionella.

The testing of the water shall be performed by an independent water-testing firm and a written report shall be provided to the COR with the results of the testing provided to the COR within 15 calendar days after the water samples have been taken.

3.2.5.1 Testing

The Contractor shall test the water in accordance with instructions in 3.2.5.1 and Table 1 below. All equipment associated with the cooling tower shall be checked for proper operation and free of scale, corrosion and other contamination affecting performance of the tower. Testing must include the vibration cutout switch where installed.

3.2.5.2 Testing Instructions

The Contractor must:

1) Ensure the sampling subcontractor:

a) is qualified and experienced in microbiological sampling methods for Legionella.

b) has the capabilities to collect, transport, and analyze samples including “chain of custody” documentation and final reporting.

c) as needed, has contacted the testing laboratory before sampling and has received sample collection materials, information on sampling methodology, paperwork, and transport.

d) follows sampling directions for specific locations as outlined in the CDC Legionella Sampling

Procedure and Potential Sampling Sites.

e) follows all instructions from the testing laboratory closely, including the completion of the chain-of-custody.

2) Ensure the laboratory that the sampling subcontractor is using is accredited for Legionella analysis according to the international laboratory quality standard ISO 17025:2017 by an accreditation body that is itself accredited according to ISO 17011:2017 (such as AIHA LAP), certified by the CDC Environmental Legionella Isolation Techniques Evaluation program, or as required by specific state requirements (such as the New York State Environmental Laboratory Approval Program for New York State).

3) Ensure all test results are attached to the WO submitted in CMMS and have the Cooling Tower/Water Feature samples identified by name and asset number.

4) Inform the COR immediately if the results are above the acceptable values outlined below as well as provide a plan for any recommended remedial actions.

TABLE 1

Source Location Minimum Number of Samples

Volume of Sample

Frequency Analytical Method

Acceptable Values

Cooling Towers and Evaporative Condensers (if applicable)

Tower collection basin

1 per cooling tower cell

250 mL unless 1L is required by the lab or state

Monthly (during the operating season)

Culture method (based on ISO

11731:2017 and/or the U.S. CDC methods published in 2005).

<10 CFU/mL

Incoming Cooling Tower Water Supply (if applicable)

Nearest entry point

1 per source 250 mL unless 1L is required by the lab or state

Monthly (concurrent with Cooling Tower)

Cult…