DRAFT SOW.pdf

Steam Distribution Maintenance Scope of Work

GENERAL

The Contractor shall provide all management, labor, supervision, vehicles, equipment, and materials to perform all work as specified herein for the entire Heating Operation and

Transmission Division (HOTD) Steam Distribution Complex (SDC) located in Washington, DC.

Furthermore, the Contractor shall coordinate with the Government regarding the prioritization of maintenance and repair work, including any additional tasks.

(1) Basic Scope of Work: tours, inspections, basic operation, preventive maintenance, minor repairs and replacements ($1,000), and general housekeeping as defined below in Items 1, 2, and 3 of this Section.

(2) Additional Tasks As-Needed (Task Order Services): additional tasks on a task order basis to assist the Government in accomplishing major and emergency repairs and replacements as defined below in Item 4 of this Section (excluding capital improvement projects contracted separately).

The Steam Distribution Complex consists of all steam supply piping, condensate return piping, and related mechanical, electrical, and structural equipment located outside of the two steam generating plants operated by the Government. This includes all tunnels, vaults, manholes, sumps, and building steam stations associated with the distribution system. (Refer to Section J, Exhibit 1.)

The steam distribution tunnels and manholes are typically hot, damp, and dark. The tunnels and manholes are considered to be permit-required confined spaces. Some of the piping and equipment in the tunnels and manholes are insulated with asbestos-containing materials (ACM).

The Contractor must inform his/her employees and subcontractors of the working conditions and the possible safety implications. The Contractor shall provide proper ventilation, cooling, electric power, and lighting in the tunnels and manholes as necessary. The Contractor shall provide his/her employees and subcontractors with hard hats and steel-toe safety shoes, as well as any other safety equipment necessary when working in the tunnels and manholes. The

Contractor shall provide a 4-gas air monitor for each work crew. The Government shall provide a two-way radio to each contractor work crew for communication purposes with GSA personnel.

The Contractor shall ensure that his employees and subcontractors follow all OSHA regulations for the work environment, and the Contractor shall ensure sound engineering methods in the repairs of these areas. No person shall enter the tunnel system alone; entries will only be authorized when at least two individuals are entering the space. No eating or smoking is allowed in the tunnel system.

The Contractor shall provide sufficient personnel to staff the facility and perform the work. The

Government requires that a full-time project manager be assigned to the contract. The project manager will be fully responsible for administering personnel, directing work, and interfacing with the Government. The project manager shall be on call 24 hours a day, seven days a week.

Following are the various trade disciplines that are typically required for this contract:

Licensed Journeyman Electrician

Electrician Helper

General Maintenance Mechanic

Licensed Journeyman Welder

Licensed Journeyman Pipefitter

Pipefitter

Insulator

Insulator Helper

Maintenance Tradesman

Maintenance Tradesman Helper

Housekeeping Tech

The Contractor accepts full responsibility for the management and supervision of the maintenance, minor repairs, inspections, and housekeeping of the HOTD steam distribution system. The Contractor must comply with all conditions of this contract in order to ensure that

HOTD’s customers are serviced by a reliable, effective, and quality steam distribution system.

The Contractor further recognizes that performance of the work described in this solicitation will not convert the acts of the Contractor into acts of the Government, and that the Government will not physically supervise the conduct of the Contractor’s day to day activities. The Government reserves the right to inspect the Contractor’s performance of work to determine compliance with the solicitation requirements. The Government also reserves the right to re-prioritize the

Contractor’s maintenance and repair work when doing so is in the best interest of the

Government.

SPECIFIC TASKS

1. Tours, Inspections, Basic Operation, & Preventative Maintenance:

This work is to be performed under the Basic Scope of Work. (Refer to Part III, Section J, Exhibit 7.) The Contractor shall tour and inspect all portions of the Steam Distribution

Complex and perform all required preventative maintenance on all items within the Steam

Distribution Complex. The Contractor shall also provide basic operation of equipment throughout the Steam Distribution Complex as specified in Section F below. The Contractor shall provide all management, labor, supervision, vehicles, equipment, and materials required to perform all of this work.

A. Schedule: The Steam Distribution Complex is divided into 240 “assemblies” (tunnel sections, manholes, building steam stations, etc.) in 12 geographic zones. All of the assemblies in each zone shall have all preventative maintenance performed in the month corresponding to the zone number (ie: Zone 1 work shall be performed in January, Zone

2 in February, etc…). In addition, all portions of the Steam Distribution Complex, with the exception of the building steam stations, shall be toured and inspected weekly.

B. Basic Preventative Maintenance: The Contractor shall perform preventative maintenance on all equipment in accordance with Government checklists (see Part III, Section J, Exhibit 2 for a comprehensive set of checklists). Any item of equipment found to be non-functional or in a degraded condition, and that cannot be made functional by the normal preventative maintenance procedures or by repair or replacement ($1,000) at the time of the inspection, shall be scheduled for repair or replacement (see Item 2 below).

The types of equipment and activities included in this task include:

(1) Valves: Includes inspection, cleaning, exercising (turning the handle a few turns in each direction), lubrication, tightening or replacement of packing, and replacement of seals and disks. Where valve is electrically or pneumatically operated, check, lubricate, and adjust the actuator.

(2) Expansion Joints (Slip-type): Includes inspection, cleaning, lubrication, and packing or re-packing.

(3) Steam Traps: Includes inspection, cleaning, and replacement of worn bellows, diaphragms, linkages, and gaskets. Also includes inspection and maintenance of associated strainer (open blow-down valve and unclog if necessary) high side and low side isolation valves, test valve, and check valve. All traps shall be fully operational upon completion of the preventative maintenance, or scheduled for repair or replacement.

(4) Fans: Includes inspection, cleaning, lubrication of bearings, and checking belts. The motor, electrical connections, and associated equipment (including structural members, guards, fan blades, and motor starters) shall be inspected and scheduled for repair or replacement if deficient.

(5) Sumps and Pumps: Includes inspection, cleaning, lubrication, and operational check, including associated floats, alternators, and linkages. The motor, electrical connections, and associated equipment (including structural members and motor starters) shall be inspected and scheduled for repair or replacement if deficient. All sump pits shall be cleaned of all debris, and discharge lines from the sump pit to the storm drain or sewer cleaned out.

(6) Lighting: Includes inspection, cleaning, continuous replacement of lamps, lenses and guards.

(7) Motor Starters for Sumps and Fans: Includes tightening wiring connections, testing, and cleaning.

(8) Motors: Includes inspection, cleaning, and lubrication of bearings.

(9) Panelboards, Pedestals, Disconnect Switches, Junction Boxes (including electrical and security systems), and Low-voltage Circuit Breakers: Includes tightening wiring connections, testing, lubricating, cleaning, and securing covers or access doors.

Replace covers and screws as necessary.

(10) Drainage Trench: Clean to ensure proper water flow.

(11) Security System: Test all alarms in zone to ensure proper operation.

(12) Other: Repairs and replacements ($1,000) related to the above items.

C. Tours and Inspections: The Contractor shall tour and inspect all portions of the Steam

Distribution Complex, whether or not they are specifically included above, with the exception of the building steam stations. Any deficiencies shall be noted and scheduled for repair or replacement (see Item 2 below). This includes, but is not limited to, the following:

(1) Piping and Fittings: Includes inspections for leaks.

(2) Mechanical Systems: Includes inspection of expansion joints, valves, traps, sump pumps, and exhaust fans. Trap stations shall be tested to ensure proper operation.

(3) Manholes, Tunnel Access Grates, Ladders, Covers, Locks, etc.: Includes inspection and cleaning (see Part III, Section J, Exhibit 2). Manholes shall have the water pumped from them as necessary to prevent the accumulation of water.

(4) Electrical Systems: Includes inspection of all components, including the security and communication systems, and temperature and sump alarms.

(5) Insulation for Pipes, Valves, and Equipment: Includes inspection for wet, damaged, or missing insulation.

(6) Pipe and Equipment Supports: Includes inspection for structural integrity and attachments.

(7) Concrete Walls, Floors, Ceilings, and Pedestals: Includes inspection for cracks, spalling, and other deterioration.

(8) Steam-powered Sump Pumps: Test for proper operation of the steam-powered sump pumps monthly.

D. Maintenance of Records: The Contractor shall be responsible for updating HOTD’s maintenance records, including paper forms and entries into HOTD's computerized maintenance management systems (CMMS), including its primary CMMS (currently the

Maximo system) as well as its pertinent Microsoft Access databases and Microsoft Excel spreadsheets. This includes recording of all tours and inspections, preventative maintenance, and repair and replacement activities performed by the Contractor. The

Contractor shall maintain and update an internet-based deficiency database system that allows the Government to view and enter comments so that the Government can inspect the Contractor’s performance of work and to prioritize future work. All entries and/or forms related to the Contractor’s activities shall be submitted and/or inputted no later than two (2) working days after the action item is identified, or the work item is completed. The Government maintains oversight for quality control/assurance purposes.

These records are the basis for the monthly payment. All records must be complete before the monthly payment is approved.

E. Correction of Records: Due to the extent of the Steam Distribution Complex, continuous maintenance, and major and emergency repairs, the Contractor should expect to find minor discrepancies or errors in the HOTD equipment inventory and maintenance databases. The Contractor shall notify HOTD of any discrepancies between HOTD’s equipment inventory and conditions encountered in the field, and assist HOTD in correcting this information. The Contractor shall be responsible for maintaining all equipment in the Steam Distribution Complex whether documented in the HOTD records or not.

F. Basic Operation: The Contractor shall be responsible for operation of steam trap station valves in the Steam Distribution Complex, mainly while performing the preventative maintenance, repairs, or replacement of equipment on the steam trap stations.

2. Repairs and Replacements:

Refer to Part III, Section J, Exhibit 7 for protocols of classification and assignment of repair and replacement work. This work is to be performed under the Basic Scope of Work, up to the limits described below. Thus, under the Basic Scope of Work, the Contractor shall make all necessary incidental repairs and replacements as well as all necessary minor repairs and replacements ($1,000) that are identified to be required (see Item 1 above) by the Contractor or by the Government's inspectors. In addition, under the Additional Tasks As-Needed (Task

Order Services) as applicable, the Contractor shall also make additional major repairs and replacements greater than $1,000 as identified and requested by the Government’s inspectors, as issued by the Contracting Officer or his/her designated representative. The Contractor shall provide all management, labor, supervision, vehicles, equipment and materials required to perform the required repairs and replacements.

A. Repairs vs. Replacements: Generally, th

B. e decision to repair or replace a particular item will be the Contractor’s, subject to oversight by the Contracting Officer and his/her designated representative. Repairs will be permitted, provided that the intended function of a particular item is not compromised, and the level of safety is not reduced. However, the Contracting Officer or his/her designated representative reserves the right to overrule the Contractor’s decision.

B. Repairs and Replacements: Repairs and replacements of existing equipment shall be made with parts that are provided by the original equipment manufacturer, approved by the original equipment manufacturer, or approved by HOTD, and intended for use with the specific equipment. Substitutions of parts and/or materials shall be submitted to the

Contracting Officer or his/her designated representative for review and approval prior to performing the work.

C. Replacements: Replacements shall be made using only materials and equipment that have been specifically approved for use in the Steam Distribution Complex (see Part III, Section J, Exhibit 6).

D. Priorities and Schedule: When requirements for repairs and replacements (work items) are identified by the Contractor or the Contracting Officer, each work item will also be assigned a priority level by the Contractor that will determine the timeframe in which the work item should be accomplished by the Contractor. The Contracting Officer or his/her designated representative will establish the priority for the work items that the

Government identifies, and the Contracting Officer or his/her designated representative reserves the right to overrule the Contractor’s prioritization of items that it identifies.

Timeframes will be considered as guideline only and are intended to meet the utilization, operation, and service needs of the Steam Distribution Complex’s customers.

Timeframes will be used to evaluate the performance of the Contractor and the need for additional personnel. Timeframes may be extended upon request to the Contracting

Officer or his/her designated representative, accompanied by an explanation of the reasons for the request. Prioritization categories, guidelines, and timeframes shall be as follows:

(1) Emergency Priority: Items that either prevent HOTD from delivering steam to its customers or that present a hazard or danger to HOTD personnel, the Contractor’s personnel, or the public. Items in this category must be immediately brought to the attention of the Contracting Officer or his/her designated representative. Repair and replacement work on this category of items must begin as soon as possible.

(2) Urgent Priority: Items that either prevent HOTD from delivering steam to its customers or that present a hazard or danger to HOTD personnel, the Contractor’s personnel, or the public. Items in this category must be immediately brought to the attention of the Contracting Officer or his/her designated representative. Repair and replacement work must be completed on this category of items within one (1) day of being identified.

(3) High Priority: Items that significantly impact operation or efficiency of the Steam

Distribution Complex. This would include significant steam or condensate leaks.

Items in this category must be immediately brought to the attention of the Contracting

Officer or his/her designated representative. Repair and replacement work must be completed on this category of items within seven (7) days of being identified.

(4) Normal Priority: Items that somewhat impacts operation or efficiency of the Steam

Distribution Complex. This would include small steam or condensate leaks. Items in this category must be immediately brought to the attention of the Contracting Officer or his/her designated representative. Repair and replacement work must be completed on this category of items within thirty (30) days of being identified.

(5) Deferred: All other items that cannot be categorized as Emergency, Urgent, High, or

Normal Priority shall be designated as Deferred. Repair or replacement work of these items will be scheduled at a later date at the convenience of the Government.

E. Limits of Basic Scope: All repair and replacement work shall be considered part of the

Basic Scope of Work and shall be included in the fixed price for the base year and the subsequent option years, but only to the extent that such repair and replacement work does not exceed an aggregate “stop-loss” threshold of ten thousand dollars ($10,000.00) per month. The calculation of the “stop-loss” threshold includes all such work in each calendar month. Any work that will result in a cost greater than this aggregate limit is not included under the Basic Scope of Work, but rather is under the Basic Scope of Work

(Task Order Services). Also, the extent of work to be included in the Basic Scope of

Work shall be limited as follows:

Repair or replacement of any single item that will result in a cost greater than a threshold limit of one thousand dollars ($1,000.00) is not included under the Basic Scope of Work, but rather is under Additional Tasks As-Needed (Task Order Services). A repair or replacement of such cost may be negotiated separately at the option of HOTD using line-item, labor-only, or IQ work pricing (see Item 4 below). The line item pricing shall also be used where applicable to determine the cost of all work performed under $1,000.00.

3. Housekeeping:

This work is to be performed under the basic scope of work. (Refer to Part III, Section J, Exhibit 7.) The Contractor will perform general housekeeping services within the Steam

Distribution Complex, to include removal of all existing dirt, debris, trash, and abandoned equipment and construction materials, with the exception of debris left by other contractors working in the steam distribution system. The Contractor is to maintain the steam distribution system in a clean and orderly condition to minimize potential hazards (tripping, fire, infestation by insects, etc.) that may result from the accumulation of dirt, trash, and debris. The tunnels and manholes are to be kept in a “broom clean” condition and dust removed from piping and equipment. At a minimum, the Contractor shall clean a zone in the same month that the preventative maintenance is being performed in that zone. The

Contractor shall provide all supplies and labor that are required to perform this work, and shall properly dispose of all debris. Any areas that require extra cleaning above and beyond the normal level of housekeeping due to unusual or existing conditions shall be handled as a separate Task Order item. The Contractor’s activities and work methods shall not adversely impact the public and building occupants. The Contractor may dispose of debris in the

Government’s dumpsters located at the Central Heating & Refrigeration Plant. Any hazardous materials that are encountered by the Contractor shall be brought to the

Government’s attention. The Government has the option to direct the Contractor to abate hazardous materials in accordance with applicable laws and regulations.

4. Additional Tasks As-Needed (Task Order Services):

This work will not be performed under the Basic Scope of Work, nor included in the fixed price. (Refer to Part III, Section J, Exhibit 7.) The Contractor will provide labor (labor-only task order) or labor and materials (line-item task order) to GSA HOTD to assist in accomplishing major repairs and replacements, and other work not included in the

Contractor’s basic scope of work defined in Items 1, 2, and 3 above. The Contractor shall provide all labor, vehicles, and equipment to perform this work. The line item pricing for the task order work shall be a firm-fixed price for all costs, including but not limited to labor burden, overhead, profit, commission, etc. The work will be accomplished through close coordination with HOTD, but the Contractor shall be required to provide field supervision and quality control functions for any work to be done by the Contractor. Work may occur in the Steam Distribution Complex, the steam generating plants, or at customer facilities. GSA

HOTD will define the desired schedule for each specific task order to coordinate the

Contractor’s work with that of HOTD personnel and/or other contractors. GSA will endeavor to provide at least two (2) weeks advance notice to the Contractor for each specific task order, but the Contractor may be requested to provide services on shorter notice if the task is of an urgent or high priority nature. The Contractor shall provide all labor and vehicles when requested and shall defer or reschedule services provided under the basic scope of work to accommodate task order requests by the Contracting Officer without penalty. (Refer to Section G for task order issuance procedures.)

A. Line-item Task Orders: GSA HOTD will define specific items of work to be accomplished in accordance with the pre-established work items, as well as defining the quantity of work to be accomplished. The Contractor shall provide all materials, labor, and supervision that could be required for this work.

B. IDIQ Task Orders: GSA HOTD will define an indefinite-quantity task order that involves non-pre-priced materials and tasks. The Contractor shall provide all materials, labor, and supervision that could be required for this work.

The minimum total value of task orders per year is to be determined.

CONDITIONS OF PERFORMANCE

The following conditions apply to all work to be performed:

1. Contractor Vehicles:

The Contractor shall comply with local jurisdictional requirements for public access and permits.

2. Security Procedures:

Because of the critical nature of the service that HOTD provides to the Federal Government, the Steam Distribution Complex is designated as a Security Level 5 facility. The contractor shall maintain the security equipment of the Steam Distribution Complex, prevent entry by unauthorized personnel, and report any breeches of security to HOTD. The Contractor shall escort or supervise all subcontractors working in the tunnel and manholes as required in the performance of this contract. The Contractor shall notify the Federal Protective Service

(FPS) before entering tunnels.

The Steam Distribution Complex is a Security Level 5 facility; the Contractor shall comply with all security regulations for this facility. For each Contractor employee or subcontractor performing work in the SDC for a period of thirty days or longer, the requirements of Section

H apply.

The Contractor is also notified that portions of the Steam Distribution Complex run in and through portions of federal facilities and property that are subject to their own security procedures and conditions. When access to another federal facility is required for the

Contractor to perform its work, HOTD will provide specific instruction or procedures that may apply. Typically HOTD personnel will need to escort Contractor employees in these facilities.

3. Public Safety:

Most of the work of this Contract requires the Contractor to work in and around public streets and sidewalk in the District of Columbia. The Contractor shall comply with all Federally and locally mandated safety requirements and shall cooperate with Federal and local officials that enforce these requirements. The Contractor shall protect Government personnel and the public from any hazards that may result from its work, including excavations, open tunnel accesses and manholes, noxious fumes, open flames, noise, and steam and condensate discharges.

4. Impact to Federal Facilities:

A. Deliveries of Materials: Delivery and storage of materials and equipment and accomplishment of all work shall be made within a minimum of interference to

Government operation and personnel. Any deliveries involving prolonged use of a tunnel entrance that could cause interruption in normal activities shall be coordinated through the Contracting Officer or his/her designated representative prior to any interruption of activities.

B. Interruptions to Building Services: Interruptions to federal building services shall be kept to a minimum and those which adversely affect the environmental conditions in occupied portions of a federal building shall be performed at other than Occupant Work Hours for that facility, with no additional reimbursement provided to the Contractor. The

Contractor shall give at least 24 hours advance notice to the Contracting Officer or his/her designated representative when the Contractor’s work will interrupt building services. The Contractor shall accommodate longer periods of advance notice on specific facilities and shall schedule such shutdowns solely at the convenience of the

Government.

C. Temporary Outages of Utility Services: All temporary outages of any utility services and security systems required for the performance of work shall be scheduled with and approved by the COR, at least 24 hours in advance of such outages. The Contractor shall accommodate longer periods of advance notice on specific facilities and shall schedule such outages solely at the convenience of the Government. When activity requirements necessitate a temporary outage of critical building systems, this work shall be accomplished at other than Occupant Work Hours with no additional reimbursement provided to the Contractor.

5. Regular Work Hours:

A. Official working hours for the Steam Distribution Complex are: 6:00 a.m. to 3:30 p.m.

local time.

B. Recognized Holidays:

(1) New Year’s Day (7) Labor Day

(2) Martin Luther King Jr’s Birthday (8) Columbus Day

(3) President’s Day (9) Veteran’s Day

(4) Memorial Day (10) Thanksgiving Day

(5) Juneteenth (11) Christmas Day

(6) July 4th (12) Inauguration Day

Should a holiday fall on a weekend, the day designated by the Government shall be recognized as the holiday.

C. The Contractor’s maintenance and repair personnel will be required to be available during Regular Work Hours to perform preventive maintenance functions, repairs, miscellaneous work, and respond to and take corrective actions for urgent priority repairs or replacements.

D. The Contractor’s maintenance and repair personnel will be required to be on-call and available on a 24 hour-a-day, 7 day-a-week basis to respond to and take corrective actions for urgent and emergency priority repairs or replacements.

6. Continuity of Operations (Strike Contingency, Emergency, & Quality Control Plans):

The Contractor shall recognize that services covered by this contract are vital to the successful accomplishment of the HOTD’s mission (and that of the federal Government).

The Contractor must maintain continuity of services, with minimal interruption, throughout the entire term of the contract. To maintain these critical services the Contractor shall prepare specific, detailed plans describing how this service continuity will be maintained.

A. Strike Contingency Plan (SCP):

Plan Submittal: The Contractor shall prepare a Strike Contingency Plan to be used in the event of a strike by his employees. The Strike Contingency Plan (SCP) shall be submitted with the Technical Proposal. At a minimum, the SCP shall include the following information:

(1) Support Personnel: The SCP shall describe in detail how the Contractor will staff the Steam Distribution Complex to provide the services defined in the specification during strikes by his employees.

(2) License and Certifications: The SCP shall describe in detail how the Contractor will provide personnel that meet experience requirements, assuring the Government that all temporary or replacement employees (including subcontractor employees) will meet the experience requirements defined in Section H.

B. Contractor Emergency Plan (CEP):

(1) Definition: The Government’s Occupant Emergency Plan (OEP), Continuity of

Operations Plan (COOP), and Damage Control Plan (DCP) are used by the COR during facility emergencies. The Contractor shall prepare a Contractor Emergency

Plan that will define the Contractor’s procedures and actions he will take to provide support to the Government’s OEP, COOP, and DCP. Designated Contractor personnel, including the on-site supervisor shall be thoroughly familiar with the

Government’s OEP, COOP, and DCP, and shall be trained by the Contractor to fully understand the appropriate responsibilities relative to each emergency plan.

(2) Emergency Situation Examples and Plan Due Date: Contractor participation in emergency plans shall be mandatory during facility-related emergencies or natural disasters. The Contractor shall be required to provide services during all emergency situations including, but not limited to fires, accident and rescue operations, Contractor or Government personnel strikes, civil disturbances, natural disasters, utility service outages, and military contingency operations. The Government will provide radios for the Contractor that are to be supplied to each group of employees working in the tunnels. The Contractor’s CEP shall be submitted with the Technical

Proposal. The CEP shall include, at a minimum, the following:

(a) Procedures: The Contractor’s communication procedures to be used to provide continuous communication support to the COR during emergencies.

(b) Employee Information: The name, address, telephone number and current position of each employee (in the form of a roster) that will participate in the

Contractor’s Emergency Plan.

(c) Employee’s Duties: The specific functions that each employee will perform during emergency situations.

(d) Temporary or Subcontractor Employees: If temporary or subcontractor employees are to be used, the same information is required as in the Strike

Contingency Plan, paragraph 6.A (1 and 2) above.

C. Quality Control Plan:

Plan Due Date: The Contractor shall submit a complete Quality Control Plan (QCP) to ensure the contract requirements are provided as specified. The Contractor’s QCP shall be submitted with the Technical Proposal. The QCP shall include, but not be limited to:

(1) Inspection System: An inspection system, which shall include all requirements listed in the Performance Work Statement.

(2) Administrative Methods: The administrative methods the Contractor will use for identifying, correcting and preventing defects in the quality of service performed before such level of performance becomes unacceptable to the COR.

(3) Record and Files: A description of the records and files the Contractor intends to keep on-site, which will indicated both the tours and inspections conducted by the

Contractor and necessary corrective action taken (as appropriate). Copies of tour and inspection reports and any corrective actions taken will be submitted to the COR by close of business each Friday. The Contractor shall also describe the procedures it intends to use to maintain the information in HOTD’s computerized maintenance management system (Maximo).

D. Contractor Phase-In Plan:

At least thirty (30) days prior to the start of the Contract, the Contractor will be allowed to bring his employees on-site to become familiar with the operation of the equipment and systems covered by this Contract. The purpose of this phase-in period is to allow the

Contractor opportunities to make necessary preparations to learn operations from the

HOTD staff and/or incumbent Contractor, and to ensure uninterrupted performance at the start of this Contract. This includes the establishment of procedures and the implementation of the Contractor’s computerized record keeping systems and the interfacing with HOTD’s computerized maintenance management system (Maximo).

7. Facilities Furnished by the Government:

General: The Government will provide the equipment listed below. Government property shall be used for official Government business only in the performance of this contract.

N/A

8. Applicable Publications:

A. Procedures: Government publications and available drawings applicable to this

Performance Work Statement are listed below. The Contractor is obligated to follow those publications (i.e. a specific procedure in a paragraph, section, chapter or volume) as specified in the Performance Work Statement. The Contractor shall be guided by those publications as necessary to accomplish requirements contained in the Performance Work

Statement. Prior to implementing any Government required procedural change that will result in an increase or decrease in contract price, the Contractor shall submit to the

Contracting Officer or his/her designated representative a price proposal for such change and obtain direction when to implement the new requirements. Price proposal shall be submitted within thirty (30) calendar days from the date the Contractor receives notice of the revision, supplement, or amendment which caused the increase or decrease in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the “changes” clause. Failure by the Contractor to submit a price proposal within thirty (30) calendar days from the date of receipt of any change shall entitle the Government to performance in accordance with such change at no increase in contract price. It is the Contractor’s responsibility to ensure that all publication(s) changes are current and up-to-date. Upon completion of the contract, Contractor shall return to the Government any issued publications.

B. Publications: The following publications are mandatory procedures for job accomplishment by the Contractor:

Publication Title Date Portion

ASME Boiler & Pressure Vessel Current All

Codes

29 CFR Part 1900 OSHA General Industry Current All

Standards

PBS P 5900.2C Safety & Environmental August 1988 All

Program

NFPA National Fire Codes Current All

NFPA 70 National Electrical Code Current All

41 CFR Part 101-20 Management of Buildings July 1990 All and Grounds

40 CFR Clean Air Act July 1992

Refrigerant

Venting

Public Law 94-580 Resource Conservation 1976 Subtitle

F and Recovery Act of 1976

ASME/ANSI B31.1 Power Piping Current All

9. Protection and Damage

A. Contractor Responsibility: The Contractor shall provide all labor, materials and equipment necessary for the protection of Government personnel, equipment, furnishings, buildings and building accessories (such as parking lots, fences, sidewalks, grounds, etc.) from damage caused by Contractor’s negligence. Fixed items shall be removed, if necessary, and replaced in their original locations. Equipment, furnishings, building and building accessories damaged due to work performed by the Contractor or his subcontractor shall be repaired or replaced to their original condition and finished by the Contractor at no additional cost to the Government.

10. Services, Supplies, Materials, Equipment Furnished by the Contractor:

General: Except for those items or services specifically stated to be government furnished, the Contractor shall furnish everything (including vehicles) required to perform work under this Contract.

A. The Contractor shall furnish the COR a list of private business telephones numbers and cell phone numbers for their key personnel.

B. At the expiration or termination of this contract, all equipment furnished and installed by the Contractor, to the building equipment and systems, shall remain and become the property of the Government.

11. Contractor’s Subcontractors:

Subcontractors and their employees shall be held accountable to the same standards as the

Contractor and under complete supervision of the Contractor.

12. Task Order Issuance

Only the Contracting Officer or his/her representative has the authority to issue a Request for

Task Proposal (RTP), and award any resulting Task Orders, under this contract. A Task

Order shall be considered to be issued when the Government deposits the order in the mail or by receipt of facsimile. All Task Orders issued hereunder are subject to the terms and conditions of this contract. The provisions of this contract shall control in the event of a conflict with any Task Order issued pursuant to the contract.

Under receipt of an RTP, the Contractor shall submit a technical proposal and/or provide an oral presentation and a cost proposal utilizing the pricing from the Schedule, Section B, for the designated Task Order type. Task Proposals shall be due within one to three weeks, depending upon the complexity of the requirement, or as otherwise stated in the RTP.

Negotiations, if required, will be scheduled to discuss any technical or pricing issues. The procedure will be as follows:

A. The Government will mail or otherwise provide the contractor a RTP. Each RTP will include, but will not be limited to:

(1) A Statement of Work

(2) The required completion date

(3) Acceptance criteria

(4) Reporting requirements and list of Deliverable Products

(5) Date and time by which responses are due

B. The Contractor’s response to a RTP shall include:

(1) A narrative description of the procedures the Contractor shall follow to accomplish the Project Task(s), name of the person(s) to be assigned performance of the Project

Task(s) and statement that contractor can complete the task order within the time specified.

(2) Equipment and materials required to perform the Project Task, if any, and their prices.

(3) Price proposal identifying the labor categories and number of hours required, estimate for any travel and other direct costs.

(4) Any additional information specifically requested in the RTP.

C. The Government will review the Task Proposal to determine whether the Contractor has a complete understanding of the Project Task(s) required and has proposed the resources required to perform the required Project Task(s) in an economical and efficient manner.

D. The Contracting Officer or his/her representative may issue a task order without negotiations based on the acceptability of the task proposal, request that the Contractor clarify his Task Proposal (including, but not limited to, the number of proposed labor hours or labor mix), or discuss any other items to ensure that both parties have a complete understanding of the Project Task(s).

E. If negotiations are required, the Contracting Officer or his/her representative will arrange a meeting between the appropriate personnel. Within five (5) working days after conclusion of negotiations, or a period otherwise authorized by the Contracting Officer or his/her representative, the Contractor shall provide a revised Task Proposal reflecting the results of the negotiations. This revised Task Proposal will form the basis upon which a

Task Order will be issued under signature of the Contracting Officer.

F. After negotiations (if applicable) and upon determination by the Government that the

Task Proposal is acceptable and the number of hours and total price is determined to be fair and reasonable, the Government may issue a Task Order to the Contractor that authorizes the Contractor to begin work.

G. The Task Order will be issued on a GSA Form 300 and will include, but not be limited to:

(1) A Statement of Work

(2) Reporting requirements and list of Deliverable Products

(3) Completion Time

(4) Deliverable Product acceptance criteria

(5) Appropriate funding information

H. The Contracting Officer or his/her representative may issue an oral task order as necessary. An oral task order shall be confirmed in writing to the Contractor by the

Government within 5 working days of issuance.

I. The Government reserves the right, in its sole discretion, to award indefinite quantity work to a company other than the Offeror.