DRAFT PWS FOR SOURCES SOUGHT.pdf

PERFORMANCE WORK STATEMENT (PWS)

UTILITY CLEANING AND PLUMBING PREVENTATIVE MAINTENANCE SERVICES

1. Introduction: This is a Preventive Maintenance (PM) contract to provide and implement a comprehensive program for the maintenance, repairs, service, testing, inspection and certification of the Sanitary, Storm, Natural Gas, and Potable Water systems, as well as the Kitchen Exhaust systems on the Pentagon Reservation.

1.1. The overall contract technical monitoring and administration will be accomplished by the

Facilities Services Division (FSD) of the Washington Headquarters Services (WHS). The FSD is responsible for operating and maintaining the Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant (HRP), the Modular Office Complex and all Reservation grounds and parking areas.

1.2. This will be a combination firm-fixed price (FFP) and indefinite-delivery, indefinite-quantity (IDIQ) contract.

1.3. The Pentagon Building Management Office (PBMO) is the Reservation facility management office. PBMO is responsible for the Pentagon building, the Modular Office Complex and related grounds and parking areas. PBMO’s Operations and Maintenance program will serve as the primary Government point of contact for the PM services.

2. Contract Objectives: Perform PM to sustain the Sanitary, Storm, Potable Water, Natural Gas, and Kitchen Exhaust Systems in exceptional operating condition, optimize equipment performance and enable the anticipation for repair/replacement of major components prior to equipment failure and to minimize down time due to equipment failure. Where there are differences in the level of effort prescribed among the requirements in the references, the PWS, etc., services at a minimum shall comply with the most stringent requirements.

3. Scope:

3.1. This contract encompasses all activities associated with the operation, maintenance, testing, repairs, cleaning, inspection and certification of equipment supporting the Pentagon Reservations Waste Water Systems, Domestic Water System, and Kitchen Exhaust Systems.

3.2. The Contractor shall perform all services associated with this PWS in such a manner that all systems, and equipment supporting the systems within the scope of this contract operates in accordance with the manufacturer’s recommended specifications, and Performance Objectives continuously, and in safe condition. The Contractor shall manage, schedule, coordinate and perform the emergency repairs and service calls as necessary to ensure an acceptable level of service and continuous safe and effective operation of the equipment.

3.3. The Contractor shall provide all labor, supervision, materials, equipment, tools, transportation and incidentals necessary to perform full maintenance, repairs, service, testing, cleaning, adjustments, inspection and certification of the systems under the scope of this contract.

3.4. The Contractor shall clean all work areas, to include but not limited to floors, walls, partitions, doors, shelving, cabinets, etc., completely removing any trace of waste created by the service.

This cleaning shall be accomplished upon completion of the work for the day, but prior to leaving the site. The Contractor shall provide their own cleaning materials.

3.5. If equipment/material must be moved to conduct a service, the Contractor shall receive written permission from the equipment/material owner, and provide that documentation to the COR for record. Contractor shall be responsible for moving the equipment/material safely out of the way prior to performing the service, and place them back once the service is complete.

3.6. Inspections and testing shall be performed by a licensed inspector holding a current inspectors license for the specific piece of equipment being inspected and tested, and have at least 5 years of experience in the testing and certification of that equipment.

3.6.1. The Inspector shall provide a copy of the testing and inspection field reports directly to the COR, or authorized representative, and Contractor immediately upon completion of the days testing and inspections.

3.7. Any and all changes made to equipment, or systems that are not direct replacements shall first be approved by an Engineer that shall have 8 years of experience in the mechanical/plumbing discipline, shall be a registered PE, and shall have a BS in Mechanical Engineering.

3.8. The Contractor shall perform PM to the local control systems in place to monitor the equipment in this PWS.

3.8.1. All changes to the control devices require the CORs approval prior to implementation.

All changes must be made in the presence of the COR.

3.8.2. All changes to the control devices shall be performed by a Technician that has been factory trained, and carries the manufacturer’s certification to work on the respective control devices.

3.9. Some systems are located in classified areas, which make them mission critical to the operation of Department of Defense (DOD) agencies. The Contractor shall provide at least 5 business days of written notice to the COR to obtain an escort into tenant occupied work areas. In order to preserve continuity of operations for agency missions, all system disruptions must be addressed in writing three (3) weeks in advance as a minimum.

3.10. The Contractor shall provide support for special functions and events. Such events include, but are not limited to the Integrated Systems Test (IST) twice a year. The COR will notify the Contractor of the scheduled event two weeks in advance of the date of the occurrence.

Approximately 12 events occur per year for no more than 12 hours duration for each event.

3.11. The Contractor shall provide support for the Government’s Quality Assurance Inspections as required to verify the Contractor’s performance.

3.12. The Contractor shall post a certificate no more than four hours after the successful completion of work at each piece of equipment indicating the date of service, the date of the next service, the name of the company, all areas not serviced and company contact information.

3.13. When service procedures are completed, all access panels, doors, cover plates, lids, clean out covers, and any other associated closing mechanisms shall be restored to their normal operational condition. The Contractor shall also bring all systems back to the original status and clean their work area. The Contractor should not leave anything behind.

3.14. Vehicle height access into the Pentagon is limited to 10 feet – 4 inches and 10 feet – 2 inches in some areas due to roadway restrictions. The Contractor shall utilize vehicles that will adequately clear this height restriction.

3.15. The Contractor shall remove all debris and waste water generated from the execution of this contract and dispose of the removed material at an approved off site location in accordance with Federal, Commonwealth of Virginia, and Local waste disposal laws/rules/regulations. If approved by the tenant and PBMO, waste water generated from kitchen hood cleaning operations may be disposed of using waste receptors attached to a grease interceptor maintained under this contract. Copies of all waste manifests for Pentagon solid wastes will be provided to the COR.

3.16. Waste Water Systems:

3.16.1. The Contractor’s cleaning means and methods shall remove all accumulation throughout the entire systems, and equipment thereby exposing bare metal.

3.16.2. Cleaning shall include but is not limited to the interior and exterior surface of fixtures, interceptors, baffles and the surrounding areas. Many of the interceptors have heavy lids and baffles that must be lifted for proper cleaning; the Contractor shall provide all required tools and equipment to properly lift these portions of the system safely and place them back in the appropriate location. The interceptors have enclosed discharge sections that shall be cleaned through the vent holes with every cleaning of the interceptor.

3.16.3. The Contractor shall utilize safe, nondestructive, and environmentally friendly means to clean all piping to bare metal in order to maintain proper waste discharge and prevent build up in the fixture and associated piping. All tools and equipment utilized on the piping shall be appropriately sized based on the system parameters. The Government considers sewer cable machines to be destructive.

3.16.3.1. Sewer cable machines can only be used upon the receipt of Government

Approval to address neglected, severely built up, and restricted pipe.

3.16.4. The Contractor shall utilize sewer video cameras with appropriate accessories that provide access to all piping in order to troubleshoot system blockages as well as to demonstrate that all surfaces cleaned are clear to their respective bare surface.

3.16.4.1. The camera shall have the ability to provide video footage showing the distance in the pipe and a date/time stamp on all recordings. The recordings shall be provided to the Government on DVD format. The video files shall contain distance, date, and time stamps, and be named according to the respective feature being serviced. A copy of each scheduled and emergency cleaning video shall be provided to the Government for review.

3.16.5. If a system access point cannot be accessed for any reason, the Contractor shall drill the screws, cut the cover and/or plug in order to complete the required service. New covers, strainers, missing screws, plugs and fasteners shall be provided, and installed by the Contractor immediately after cleaning.

3.16.6. The Contractor is responsible for installing a clean out on any areas of the waste water system under the scope of this PWS where one is needed to clean or video.

3.16.6.1. The cleanout installed in the associated piping shall be consistent with others found on the piping system.

3.16.6.2. If the piping is located behind a wall, the Contractor is responsible for installing an access panel through which the cleanout can be reached. This access panel shall meet the requirements of its installation, be architecturally consistent with its surroundings, and be of adequate size to provide a clear working area to the access point (e.g. wrists and elbows are not to come in contact with the access door frame when conducting the service).

3.16.6.3. If the piping is located below a floor, the Contractor is responsible for installing a pipe cleanout through the floor.

3.16.6.4. Any and all work to walls, floors and ceilings shall be conducted with the approval of, and in coordination with the COR and the Pentagon’s Structural Services Program (PSSP).

3.16.7. The Contractor shall service all interceptor/trap systems. The interceptor/trap system includes the interceptor/trap and associated piping, defined as: waste drain lines from the source waste receptor (e.g. floor and sink drains) to the interceptor, the outlet drain line up to the first riser or horizontal main line, and the system’s associated vent lines.

3.16.8. The Contractor shall visually inspect all roof drains, to include green roofs, and parking lot and road surface drains located on top of building structure for standing water.

Where improper drainage is found, the Contractor shall service the drain until it is clear of obstructions.

3.16.9. The Contractor shall inspect and clean all sanitary stacks, and associated fixtures located in food service spaces, and stacks that accept waste from fixtures known for routine buildup within facilities on the reservation.

3.16.9.1. The stack shall consist of the piping starting from, and including associated fixtures prone to routine buildup (all fixtures located within food service areas are to be considered prone to routine buildup), and ending at the point of the main below the lowest floor at which flows from other areas meet the flow from the stack. Associated piping shall also include the vent line connections to the drainage system supporting the fixture flow.

3.16.9.2. The Contractor shall ensure any fixtures previously caulked against its mounting surface, are recaulked, prior to leaving the work site for the day.

3.16.9.3. The Contractor shall periodically inspect the fixtures located at the bottom of the stack on which they are working to ensure the area is free of backup. The Contractor shall ensure the areas at the bottom of the main stack on which they are working is free of restriction prior to leaving the job site for the day’s service.

3.16.10. The Contractor shall pump out waste, and remove all buildup from the Sewage Lift Station Pits, down to inner walls surface in accordance with manufacturer’s recommendations and the Performance Objectives.

3.16.10.1. The Contractor shall service the main lines feeding into, and discharging from each of the Sewage Lift Stations as needed, but at a minimum of once a year so that sewage flows to, and from the pit without restriction.

3.16.11. The Contractor shall service, and pump out sewage holding tanks in accordance with manufacturer’s recommendations, and the Performance Objectives.

3.16.11.1. The Contractor shall service the main lines feeding into each of the

Sewage Holding Tanks as needed, but at a minimum of once a year so that sewage flows to, and from the pit without restriction.

3.16.11.2. The Government has called for twenty four (24) services in the last twelve (12) month period. The Contractor has to determine his own frequency. The Contractor shall be prepared to empty the tanks in inclement weather as the tanks fill up quickly during rain and snow.

3.16.12. The Contractor shall test the contents of RDF Oil and Sand trap located on the RDF trash site, the RDF Oil Water Separator located in the MALL VACP incoming traffic lane, Garage Oil Water Separator located in BF937, and the Storm Water Quality Structures by a certified laboratory before pumping the equipment, and dispose it per federal, state and county regulations. A copy of the testing results shall be provided to the COR prior to service.

3.16.13. The Contractor shall conduct inspections of the Oil/Water, and Sand/Oil interceptors, as well as the Storm Water Quality Structures in accordance with the requirements of Arlington, VA, on a frequency that ensures contaminates captured by the devices are identified prior to its escaping the device, but at a minimum basis of Semi-Annually.

3.17. Potable Water System:

3.17.1. The Contractor shall perform PM and repair services to the potable water system to ensure it is functioning in accordance with the manufacturer’s recommendations, and the requirements of this PWS. PM and repair services shall include, but not be limited to pressure reducing valves (PRVs), Circulating Pumps, Strainers, both Standard, and Thermostatic Mixing Valves, Water Meters, Flow Meters, Eyewash Stations, Water Hammer Arrestors, Wall Hydrants, In addition to performing the manufacturers recommended PM, the Contractor shall perform the following responsibilities to the equipment below.

3.17.1.1. The Contractor shall not be responsible for the Point of Use fixtures or equipment, other than what is noted below.

3.17.1.2. The Contractor shall perform quarterly inspections of the mixing valve discharge water temperature at the point of use.

3.17.1.3. The Contractor shall be responsible for the annual calibration of all potable

Water Meters and Flow Sensors on the reservation.

3.17.1.4. The Contractor shall be responsible for ensuring all eyewash stations on the reservation are in compliance with the requirements of OSHA 1910.151, and

ANSI Z358.1.

3.17.1.5. The Contractor shall test the functionality of the wall hydrants on the reservation on an annual basis.

3.17.1.6. The Contractor’s responsibility to the Domestic Hot Water (DHW) system starts at the system side of the Heat Exchanger’s connection. The Heat Exchanger shall not be included within the scope of the Contractor’s responsibility.

3.17.1.7. Starting in Option Year 1 the Contractor shall be responsible for performing PM services to the reservations 6 Central Drinking Water Chillers, and Chilled Drinking Water Distribution System, to include the fountains.

3.17.2. Only material, and equipment certified by the NSF for use on potable water systems shall be installed on the potable water system.

3.17.2.1. All material and equipment installed on the potable water system shall be certified lead free.

3.18. Natural Gas System:

3.18.1. In addition to performing the manufacturers recommended PM, the Contractor shall perform the following responsibilities to the equipment below.

3.18.1.1. The Contractor shall ensure all pilot lights on food service equipment are lit on any sections of the distribution that were isolated to perform the services required under the scope of this PWS.

3.18.2. Starting in Option Year 1 the Contractor shall be responsible for maintenance and repair services on the reservation’s MSA Gas Detection System.

3.18.2.1. All services performed to the MSA system shall be performed by a technician that has been factory trained, and carries the manufacturer’s certification to work on the system.

3.19. Exhaust Systems.

3.19.1. The Contractor shall inspect and clean all specified duct and exhaust systems in accordance with NFPA Standard 96, other applicable local, state, and federal regulations and procedures, and this statement of work.

3.19.2. . The Contractor and the Government quality assurance inspector shall review the status of all ducts, and exhaust systems included in this contract to the QA Inspector’s satisfaction before servicing is to take place, and again upon completion of the cleaning.

3.19.3. Prior to commencement of cleaning operations, ceilings, walls and electrical outlets shall be protected from damages due to accessing ducts or other parts of the exhaust system. All kitchen equipment, countertops, shelves, and other items shall be covered to prevent contamination during cleaning operations. The Contractor shall cover all surfaces underneath hoods and ducts to prevent grease, oil or cleaning solution damage.

3.19.4. Positive cleaning methods shall include but not be limited to manual removal of solidified, semi-solidified, or liquid cooking grease buildup by low pressure application of approved detergents, wash/rinse processes utilizing high pressure hot water or saturated steam cleaning.

3.19.5. Cleaning of kitchen exhaust systems shall remove all grease accumulation throughout the entire kitchen exhaust system, thereby exposing bare metal in accordance with NFPA 96 as measured by a grease depth gauge.

3.19.6. Cleaning of other exhaust systems shall remove all material accumulation throughout the entire exhaust system.

3.19.7. Cleaning shall include but is not limited to the interior and exterior surface of hoods, fan housings, fans, vertical duct work, horizontal duct work, drip wells, grease receivers, filter racks, filters, water wash baffles and the chambers behind the filters, and air curtain assemblies. The Contractor shall dismantle hood components where applicable.

3.19.8. Cleaning shall include the exterior surfaces of fire extinguishing system pipes, nozzles, conduits, and detector brackets within the hood and duct.

3.19.8.1. Care shall be taken by the Contractor not to apply cleaning chemicals on fusible links or other detection devices or the automatic extinguishing system.

3.19.9. The Contractor shall have pressure washing 360 degree rotation spin jet attachments for cleaning round kitchen exhaust ducts and any lengths of angular kitchen exhaust ducts greater than 10 feet and less than 20 feet (greater than one story and less than three).

3.19.10. The Contractor shall remove and reinstall all items (e.g. access panels, grease filters, etc) as needed to be cleaned or to access areas to be cleaned.

3.19.11. The Contractor shall return any caulking/silicone sealing joints within the area of cleaning to like new condition.

3.19.12. The Contractor shall maintain the Access Door Identification Labeling in the field.

3.19.13. When a duct access panel is removed, a Contractor company label or tag preprinted with the name of the Contractor and giving the date of inspection or cleaning shall be affixed near the affected access panels.

3.19.14. At this time the Contractor is not required to maintain the mechanical components of the exhaust fans, hood controls, hood fire suppression systems, hood lights, or hood electrical systems, as they are currently the responsibility of OGCs, or the Kitchen Owner. If at any time in the future this changes, a mod will be executed for the inclusion of these services.

3.19.14.1. The Contractor is responsible for conducting a condition assessment of the Exhaust Fan at every service. That assessment is to be included in the post cleaning report.

3.19.14.2. If any of these components are damaged as a result of the Contractor’s actions, they are responsible for repairing the damage to a like new state.

3.19.15. All individuals supporting the exhaust system cleaning shall be Certified Exhaust Cleaners. Acceptable certification bodies include Phil Ackland Certification, International Kitchen Exhaust Cleaning Association (IKECA) or a Kitchen Exhaust Cleaners Training and Certification Program created in compliance with ISO 9001. The Contractor shall have a crew leader/supervisor onsite for the duration of the cleaning operation that has holds either an IKECA Certified Exhaust Cleaning Specialist (CECS) or Certified Kitchen Exhaust Cleaner (CKEC) Certification from a training program created in compliance with ISO 9001. The Contractor shall be knowledgeable in National Fire Protection Association (NFPA) 96 – Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations and Federal Occupational Safety and Health (OSHA) Standards. The Contractor shall provide proof of certifications with their proposal.

3.19.15.1. At least one individual per work team shall be able to understand and speak conversational English. Crew leader/supervisor shall be able to read, write and understand technical English.

3.19.15.2. The Contractor shall provide the names addresses and phone number of a minimum three (3) past clients serviced over the past three years.

3.20. References and Codes. In general, all maintenance shall be done in accordance with the manufacturer’s recommendations, industry standards, and the Systems Operations and Maintenance Manuals (SOMMs). When performing work, references to applicable codes shall include but not limited to the latest versions of the following at the time of work performance:

• WHS Building Code

• UFC 3-420-01

• IPC

• NFPA 54

• IFGC

• ASHRAE 90.1

• UFC 1-200-01

• UFC 3-401-01

• UFC 3-410-01

• NFPA 96

• IMC

4. PM Program. The Contractor shall develop and implement a PM program which addresses PM, Predictive Maintenance (PdM), inspection and testing, minor repairs, major repairs and emergency call responses to the systems, and equipment under the scope of this contract. The PM program shall result in maximizing the useful life of the equipment, eliminate or minimize down time, and ensure operating equipment is performing safely at peak efficiency based on the manufacturer’s specifications. The intent of the PM program is to provide routine maintenance services and inspections that permit the early detection and correction of items which, if left unaddressed, would:

(a) interfere with normal facility operation; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system failures or deficiencies may be considered by the contracting officer’s representative (COR) and the contracting officer (CO) as an indication of unsatisfactory performance by the Contractor. Should the quality of work and frequency result in performance deficiencies, the Contractor shall adjust their means, methods and frequency to meet the Performance Objectives. PdM is a critical part of the PM plan as it enables the anticipation of timely repair/replacement of individual equipment or equipment components prior to equipment failure in order to avoid or minimize down time. The Contractor shall provide a flow chart illustrating the Contractor’s process for carrying out the functions within this contract, to include but not limited to PM, Service Calls, and PdM.

4.1. The PM program shall include all inspection, testing, adjustments, and maintenance items necessary to ensure that each system, piece of equipment and associated components comply with applicable manufacturer and industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved System Operating and Maintenance Manuals (SOMMs) for the equipment. If the Contractor finds a defective part or equipment component while performing maintenance activities, the Contractor shall contact the COR and proceed as detailed below.

4.1.1. If the total cost of the defective parts or component is $2,000 or less, and the labor to repair the part is less than 32 labor hours per individual, the Contractor shall inform the COR verbally and in writing and proceed with the replacement.

4.1.2. If the total cost of the defective parts or component is $2,000.01 or more, and/or the labor cost to repair the part is more than 32 hours per individual, the Contractor shall immediately notify the COR and the CO in writing. The Contractor shall develop and submit a written cost proposal to the CO for his/her approval. No work meeting the definition of a Major Repair shall be performed without the CO’s written approval (See Section 12).

4.2. Within thirty (30) calendar days of contract award, the Contractor shall submit to the Government for approval, a finalized PM program plan for the base and all option years. The Contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested PM program guidelines identified in Pentagon standards and procedures, and acceptable industry practices, as approved by the Contracting Officer. The Contractor shall incorporate, at a minimum, the gathering and analysis of historical data, and the gathering and review of the previous years’ inspection reports. All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material operation and maintenance manuals so that any, and all active warranties remain in effect for the term of the contract. When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

The PM program plan shall, at a minimum, include the following elements:

4.2.1. Job Plans: The Job Plan is a compilation of all the activities associated with the maintenance of a piece of equipment as recommended by the equipment manufacturer.

No later than thirty (30) days after contract award, the Contractor shall submit to the Government for review and approval a comprehensive set of Job Plans for each of the equipment types under this contract. Once approved, the Final Job Plan shall constitute the primary document for the Contractor to use for conducting, inspecting and documenting PM activities. At a future time, at the Government’s discretion, the Job Plans will be uploaded by the Government into the Maximo database for the Contractor’s use.

4.2.2. Maintenance Procedures: The PM plan shall contain detailed description of procedures for documenting maintenance and repairs performed; document history of equipment and components; and provide a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract. The Contractor shall also include contingency plans in case any unexpected problem/failure occurs that could affect/impair any equipment for a period of time longer than 24 hours.

4.2.3. Integrated Project Schedule: The schedule shall include all equipment within the scope of this contract and shall identify all activities impacting the systems under this contract.

The Contractor shall generate an initial schedule using Microsoft Project, for submission to the Government for review and approval. The schedule shall be organized by month and shall detail the tasks required to be performed monthly, bi-monthly, quarterly, semi-annually and annually for each system and piece of equipment for the entire year, and include all corrective maintenance performed outside of a PM. The schedule shall clearly identify the PM completion date for each piece of equipment and the proposed inspection/test date. All monthly scheduled PM work shall be associated with a PM work order. The Contractor shall update and complete each work order within the month scheduled. The Contractor shall also provide a monthly schedule of the work to be performed during the upcoming month. Once approved, the Contractor shall adhere to the schedule in order to facilitate the inspection of the work by the Government. Any proposed changes to the approved schedule must be provided to the COR in MS Project format for review and approval prior to implementing the change. The schedule shall accommodate tenant schedules and ongoing events in workspaces and adjacent areas.

4.3. The Contractor shall use a database to generate PM work order tickets for all the PM activities required under this contract. The Contractor shall ensure the database is kept up to date by updating the work order status to work complete after completing each PM and repair. The

Contractor shall identify the work orders, either PM tickets or Service calls that have been inspected in accordance with the QC plan.

5. Quality Control (QC) Plan: The Contractor shall develop and maintain a QC plan to actively identify and correct performance failures for all work performed under this contract. The QC plan must identify resources and include procedures and checklists to maximize quality and ensure completion of monthly PM services within the established performance period. The Contractor’s organizational structure for its QC process shall be established in a manner that minimizes potential conflicts of interest between the Contractor’s personnel (or subcontractors) that performs the PM work and the personnel that will inspect the PM work.

6. Operational Contingency Plans: Within thirty (30) calendar days of contract award, the Contractor shall develop and maintain a plan for unplanned loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation, etc.); utilities curtailment, and accidental spills of hazardous materials. The contingency plan for the management of an accidental spill of hazardous materials shall follow the guidelines provided by the Pentagon Reservation Spill Prevention and Response Plan, updated on May 2010. This plan will be made available to the Contractor upon request.

7. Staffing Plan:

7.1. The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract. Additionally, the plan shall identify key personnel, contact information, and descriptions of roles and responsibilities for each staff member. The Pentagon is a 24-hour-a-day, 365-day-a-year facility, however during the 3rd shift, and weekends the reduced building population permits the ability for in-house resources to sustain these efforts with the exception of certain emergency functions. Therefore, staffing personnel shall consist of journeyman mechanics, plumbers, and helpers in sufficient quantity to provide services for an 8-hour, Monday-Friday period in accordance with the following Maximum Allowable Response Times. At a minimum, the Contractor shall provide a full time Master Plumber, and two helpers during standard operating hours or duty hours. For the purpose of this contract, the standard operating hours or duty hours are the hours between 2:00 PM to 11:00 PM from Monday through Friday, except Federal Holidays listed in Section 21 of this document.

8. Service Calls:

8.1. A service call is defined as maintenance work which involves the repair or replacement of components which have failed or broken down, and were discovered and requested by the Government. All service calls (emergency, urgent or routine) with an estimated value of less than $2,000.00 in materials, and less than or equal to 32 man hours per individual each shall be included in the firm fixed price of the PM contract. A service call (emergency, urgent or routine) with an estimated material value greater than $2,000.01, and/or more than 32 man hours per individual per service call (both confirmed and approved by the Government) will be considered a major repair (See Section 12). A service call is classified into three categories as determined by the Government: (1) Emergency (2) Urgent and (3) Routine. The Contractor shall respond to all Service Calls requested by the Contracting Officer’s Representative (COR) or his/her designee.

8.2. As with any work executed during the performance of this contract, the Contractor shall ensure that all service call work orders are generated, recorded and properly documented. All work orders shall be assigned a work complete status after work is complete.

8.3. Emergency Calls. These are calls that require an immediate response (See Section 9.1 for Maximum Allowable Response Times) in instances where critical equipment breaks, or situations requiring immediate action to eliminate hazards to personnel or equipment, or to prevent loss of or damage to property. Upon receiving a phone call from the Building Operations Control Center (BOCC, the COR, or the Pentagon Force Protection Agency (PFPA) of an emergency, the Contractor shall respond to the affected unit within the time period specified in Section 9. After beginning work, the Contractor shall work continuously until the emergency situation is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous, and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in Section 8.5. Such follow up work shall be considered part of the original service call.

8.4. Urgent Service Calls. An urgent service call is defined as a situation requiring immediate action (See Section 9.1 for Maximum Allowable Response Times) to restore essential services or functions that have been disrupted or in sensitive locations. Should an urgent situation arise during standard operating hours (e.g., sensitive in nature, routine issue in a high profile area, high limit alarm in holding tank, fixture overflow, clogged line, insufficient utility requirements, etc.), the Contractor shall respond and report to the location as directed within the time period specified in Section 9 after a call from the BOCC or the COR. After beginning work, the Contractor shall work continuously until the situation is under control. Any remaining work required to restore reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in Section 8.5, unless the equipment serves a high-profile space, or is required for a high-profile event, in which case the equipment shall be worked upon continuously until brought back into normal working condition. The COR shall notify the contractor if the call pertains to a high-profile space or event at the time of the call.

Such follow up work shall be considered part of the original service call.

8.5. Routine Service Call. A routine service call is a call other than an emergency or urgent call and is defined as a situation where a piece of equipment, or section of system breaks or fails to perform as designed, but its services can be performed by another piece of equipment. (e.g., a mixing valve fails on a bank of sinks, in a restroom containing another bank of functional sinks).

Upon receiving a call from the PMSP, or COR, the Contractor shall respond to the location as directed within the time period specified in Section 9 (See Section 9.1 for Maximum Allowable Response Times). The Contractor shall assess the condition of the affected piece of equipment, or section of system and report back to the COR with the findings and proposed corrective actions. This service call may result in placing a piece of equipment, or section of system out of service for a short period of time until the situation is corrected. The Contractor shall complete all necessary repairs to return the affected equipment to service in accordance with the requirements of Section 12.1.

8.6. Non-Standard Operating or Non- Duty Hours Call. Upon receiving a service call from the PMSP or the COR, the Contractor shall respond to the location as directed within the time period specified in Section 9 after the call (See Section 9.1 for Maximum Allowable Response Times).

Responding to this type of call is required to ensure the continued operation of the facility. The Contractor shall maintain pumping operations until the issue has been resolved, or a temporary solution has been implemented to the satisfaction of the COR.

9. Response Times: Maximum Allowable Response Times based on call classification and call type during standard operating hours are as follows. The clock starts on the response time when the call for support is issued, and ends when the technician arrives to the site of the issue.

9.1. Pentagon Reservation:

Maximum Allowable Response Times

Call Classification Operating Hours Example Call Type Maximum Allowable

Response Time

Emergency Standard Lift Station Failure 15 minutes

Urgent Standard Service Call 30 minutes

Routine Standard Service Call for Downed Equipment 1 hour

Emergency Non-Standard Lift Station Failure 30 minutes, onsite within 2hrs.

10. Scheduled System Outage Notifications: All work within the contract shall be performed in a manner that minimizes disruption of services. In order to preserve continuity of operations of tenants’ missions, all scheduled system disruptions required for the performance of PM, corrective maintenance, service calls, and major repairs must be requested in writing to the COR three (3) calendar weeks prior to occurrence. The Contractor shall submit a PBMO Outage Data Form for each of the outage events.

11. Access Requests: The Contractor shall submit requests for Building Passes and vehicle entrance at least two weeks in advance for processing. Personnel that fail to meet required security clearances are not authorized to work on the Pentagon Reservation. Access requests for space in the building shall be requested in writing to the COR two (2) calendar weeks prior to occurrence. The Contractor shall submit a PBMO Access Data Form for each of the access events.

12. Corrective Maintenance: Corrective maintenance is defined as maintenance work which involves the repair or replacements of components which have failed, broken down, or were not in conformance with the requirements of this PWS. Corrective maintenance is repair work required to return a piece of equipment or component to proper operating condition. Corrective maintenance procedures shall comply with guidance provided in the manufacturer’s recommendations, which should be used as a basis for troubleshooting and repair.

12.1. The Contractor shall correct all system, and equipment deficiencies. Deficiencies detected shall be corrected on the date they were first discovered. Deficiencies shall be corrected in a timely manner so as not to affect facility operations. The Contractor shall provide at least three (3) weeks of written notice for any activities requiring utility outages. If the deficiency cannot be corrected immediately or at least within 24 hours, the Contractor shall notify the COR/CO, and coordinate an acceptable window for completion prior to leaving the work site. The deficiency notification shall contain photographic support. The Contractor shall be prepared to identify specific work areas (if any) of the systems included in this PWS that are unserviceable, or not installed per code. 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. The Contractor shall include a “Method of Procedure” (MOP) for all work, including contingency plans in case any unexpected problem/failure occurs that could affect/impair said piece of equipment for a period of time longer than 24 hours. The MOP shall be submitted to the COR at least 24 hours in advance of any repairs and with outage request if needed. All deficiencies shall be noted on the Findings Log (Section 23.1).

12.1.1. MINOR REPAIR (At or Below $2,000.00 in materials, and less than or equal to 32 man hours per individual): The Contractor shall correct all deficiencies discovered during the performance of maintenance activities. The Contractor shall maintain a Repairs Log which shall include, as a minimum, a description of the equipment, repairs performed, labor hours and labor cost, cost of materials and a running total for the COR’s review.

All minor repairs are included in the monthly PM fixed-priced CLIN.

12.1.2. MAJOR REPAIR (At or Above $2,000.01 in materials, and/or greater than 32 man hours per individual): If the material cost of a corrective maintenance repair is estimated to exceed $2,000.01 in materials, and/or greater than 32 man hours per individual, then the repair will be designated as a major repair. See Section 13 for guidance on major repairs.

12.2. Staff onsite to meet the normal duty hour staffing requirement shall be permitted to perform Corrective Maintenance. It is the responsibility of the Contractor to provide sufficient manpower to complete all required tasks within the agreed upon durations.

13. Task Orders: Major Repairs. MAJOR REPAIRS (At or Above $2,000.01 in materials, and/or greater than 32 man hours per individual)

13.1. Major repairs are defined as corrective maintenance repairs or service calls beyond the scope of the services performed under the fixed price portion of the contract (CLIN 0001 and corresponding option CLINs). All major repair work will be executed via issuance of task orders under the IDIQ CLIN of the contract (CLIN 0002 and corresponding option CLINs).

13.2. All major repairs can take place anytime during non-duty hours as long as they are coordinated and approved by the COR or after 5:00 PM during duty hours.

13.3. Major Repairs include any repair or replacement that exceeds $2,000.01 in materials, and/or greater than 32 man hours per individual as agreed to by the Government.

13.4. In addition to the requirements of Section 12.1, the Contractor shall provide three competitive quotes for the parts required to restore the equipment to service as a means of justifying the Repair as Major.

13.5. Upon receipt of the Government’s task order Request for Proposal (RFP), the Contractor shall submit a proposal in accordance with the following submission requirement.

Cost Range, Proposal Submission Time

$2,000.01 - $50,000, 5 Business Days

$50,000.01 - $100,000, 10 Business Days

$100,000.01 - $300,000, 15 Business Days

$300,000.01 - $1,000,000, 20 Business Days

14. Pricing Major Repairs:

14.1. The Contractor’s Proposal shall contain three competitive quotes for all parts needed to complete the repair.

14.1.1. In the event where obtaining three competitive quotes is not practicable, the Contractor shall submit, in writing (as part of the task order proposal), documenting relevant reasons (e.g. market availability, sole-source, etc.) why the submission of three competitive quotes was not performed.

14.2. Proposals for Major Repairs shall be constructed adhering to the tabular format below. The Proposal shall be broken out to the task level, identifying both labor and materials associated with each the task of the overall project:

PRIME

Scope Section

Task Description Material Unit of

Measure QTY

MATERIAL COST

Discipline LABOR COSTS Other

Costs

$/UNIT TOTAL Hrs/Unit Rate Total

# TEXT TEXT TEXT # $ $ TEXT # $ $ $

Sub Total: $

OH & Profit: $

Prime Total: $

SUBCONTRACTOR

Scope Section

Task Description Material Unit of

Measure QTY

MATERIAL COST

Discipline LABOR COSTS Other

Costs

$/UNIT TOTAL Hrs/Unit Rate Total

# TEXT TEXT TEXT # $ $ TEXT # $ $ $

Sub Total: $

OH & Profit: $

Subcontractor Total: $

Grand Total: $

14.3. The Government reserves the right to evaluate and determine for itself whether the proposed repair constitutes a major repair. If the Contractor disagrees with the Government’s determination that the proposed work is not a major repair, that disagreement shall be submitted by the Contractor as a change order request. The work must be performed while the change request is pending. If the Contractor disagrees with the Government’s determination concerning the change request, the disagreement shall be resolved under the Disputes clause in this contract.

15. Monthly Reports: The Contractor shall submit the following monthly reports:

15.1. A monthly PM Report shall be submitted to the Contracting Officers Representative (COR) no later than the 5th working day of the month following the month being reported. The report shall contain the work order number, scheduled date of completion, actual date of completion, fully record the results of all scheduled and unscheduled maintenance and inspections, include the checklist used on each unit serviced, and identify the applicable code requirements that were satisfied. The report shall also include date of service, name of technician, and a certification that the equipment or specific component was checked and the final condition noted. The Report shall be broken out into the below 4 sections:

• Maintenance Performed

• Minor Repairs Performed (to include a copy of the repairs log described in Section 12.1.1).

• Major Repairs Performed

• Service Calls Generated

16. Monthly Progress Meetings: The Contractor shall hold a monthly progress meeting with the

Government to review the past month’s Monthly Report, performance, upcoming work, schedule, invoicing and payment and any other issues that may arise.

16.1. The Contractor shall prepare a meeting agenda and sign-in sheet for every meeting

16.2. The Contractor shall record meeting minutes and provide the Government a copy for review and approval.

16.2.1. The meeting minutes, along with the sign-in sheet shall be provided to the Government within 24 hours of the meetings completion.

17. Key Personnel:

17.1. Project Manager and Alternate Project Manager - The Contractor shall provide a project manager and an alternate project manager who shall be responsible for the performance of the work. The project manager and alternate project manager shall no less than five (5) years of experience in the management and supervision of work equivalent to that required under this contract. The appointed individuals shall have full authority to act on behalf of the Contractor on all contract matters relating to the daily operation of this contract and shall be designated in writing to the CO. Project Managers shall be OSHA Trained.

17.2. QC Manager - The Contractor shall provide a QC manager who shall be responsible for the quality of the work. The QC Manager shall have no less than five (5) years of experience in the inspection of equipment type in this contract. The QC Manager shall have passed the USACE Quality Control Management Course. If the individual has never been eligible for the USACE course, an industry standard equivalent such as ISO 9001 will be acceptable. If the Project Manager also meets these requirements, that individual may fill both roles. The QC Manager shall be OSHA Trained.

17.3. Plumber: The Contractor shall provide a Master Plumber with at least 10 years’ experience in the service, and installation of equipment in this PWS. The Contractor shall submit the plumbing, and gas fitters license documentation along with 10 years of documented licensed plumbing and gas fitting experience of all plumbers under this contract. Documented Experience shall highlight individuals history in grooving and installing up to 10” Schedule 40 Stainless, and up to 6” Type L Copper Pipe, Soldering up to 2” DWV copper pipe in congested areas, Installing Pro-press on copper pipe sizes 4” to ½”, Installing up to 15” Cast Iron no-hub pipe on both Sanitary, and Storm Systems. Cleaning storm, and sewage pipe with an assortment of jetting, and cable tools, video inspection of 2” to 18” waste pipe, cleaning and inspection of Lift Stations, Holding Tanks, Storm Water Quality Structures, Grease, Solids, Grit, and Oil/Water Interceptors in accordance with local requirements, and the installation, service, and repair of Mixing Valves, Trap Primers, Pressure Reducing Valves, Strainers, and, Water Hammer Arrestors.

18. Occupational Safety and Health: The Contractor is responsible for the performance of all work in strict accordance with the highest safety standards and applicable codes, but at a minimum meet the requirements of OSHA 1910, in order to eliminate the possibility of damage to installed machinery, equipment, and building structures.

18.1. Accidents, injuries and any damage to the Government Property: The Contractor shall call PFPA emergency number (703) 697-5555 in case of any accident or injury. All incidents shall be reported to the COR within one (1) hour after occurrence by email and a phone call. All damage caused by the Contractor shall be repaired by the Contractor at the Contractor’s expense without charge to the Government.

18.2. Safety Plan: The Contractor shall submit a Safety Plan to include an Accident Prevention Plan, Activity Hazard Analysis, Hoisting and Rigging plans, etc. for all tasks associated with the performance of this contract.

18.3. Lock Out Tag Out: The Contractor is responsible for performing all necessary lock out/tag out in accordance with 29 CFR 1910.147 for the performance of this contract prior to the start of the field work ensuring that all utilities, and system components that may be accidentally activated shall be locked, pinned, protectively covered and/or sealed.