Draft SOW- TRACEN Birmingham 04162026.docx

DRAFT

Statement of Work (SOW)

FACILITIES MAINTENANCE SERVICES

United States Coast Guard Training Center (TRACEN) Birmingham, AL

Table of Contents

1. STATEMENT OF WORK

INTRODUCTION. The purpose of this contract is to provide facilities maintenance, landscaping, janitorial, refuse collection, and security services at the former Birmingham-Southern College campus in Birmingham, AL. The 192-acre campus is comprised of a variety of structures to include, but not limited to, family housing, barracks, office buildings, warehouses, academic buildings, pools, fitness facilities, recreation facilities and appurtenances serving the Coast Guard and other Government agencies.

1.2. GENERAL. The Contractor shall operate, maintain, repair, improve, alter, and construct real property facilities, improvements, and equipment, and provide related services as specified, in strict accordance with all terms and conditions contained herein. The contractor must operate and perform all work in accordance with applicable national codes; industry standards and best management practices; relevant technical manuals and publications; manufacturer’s recommendations; Federal, State, and local laws and regulations; and pertinent Department of Homeland Security, U.S. Coast Guard, and Shore Infrastructure Logistics Center instructions, regulations, policies, and practices. All work must be performed at the former Birmingham-Southern College campus in Birmingham, Alabama. The period of performance for this work is 1 year from date of award. A one-year option period may be exercised.

OBJECTIVES. The objective of this contract is to ensure continued campus maintenance, security, janitorial, landscaping, and refuse collection services in support of Coast Guard missions. This contract requires preventative maintenance, repairs, and minor improvements to be performed at or above the commercial standard. All tasks under this contract must be performed in accordance with all applicable codes, laws, regulations, and policies at all levels. The contractor must place the highest emphasis on ensuring academic and lodging facilities are safe for operation to include heating, cooling and electrical environment for these facilities are within parameters established by this contract, DHS, USCG and commercial best practices.

1.3. SITE DESCRIPTION. The former Birmingham-Southern College campus occupies a site of approximately 192 acres of land on Arkadelphia Road; seven miles west of Birmingham-Shuttlesworth International Airport in Birmingham, AL. The Training Center site is a college campus, bounded on the north by Interstate Highway 20, Arkadelphia Road on the east, and 8th Avenue West on the south.

TRAINING CENTER MISSION. This site will be the newest established Coast Guard training center. Training center missions are to train Coast Guard Active Duty, Reservists, Auxiliarists and civilians in the latest techniques and applications of the modern Coast Guard. Training Centers frequently also offers basic and advanced courses to personnel from other armed services, State and Federal agencies, and allied nations throughout the world.

2. SCOPE

The Contractor shall provide all personnel, planning, programming, administration and management services and supplies required for the maintenance and repair of all designated buildings, structures, utility and sewage systems, other real property, janitorial, grounds maintenance and pest control services to include the moving and handling of government- owned furnishings, to ensure the adequate and timely completion of all work is accomplished. This document provides the minimum requirement for this contract.

2.1. TASK LIST. The following task list was generated for this effort to provide facilities maintenance. Tasks will include the following:

Heating, Ventilation, and Air Conditioning Systems Electrical Systems Fire Alarm/Suppression Systems Equipment Custodial Services Building Structures Water Distribution Systems Sewer Systems Pest Control

NORMAL WORKING HOURS. Unless otherwise specified or with verbal authorization from the Facilities Engineer, the Contractor must perform all routine inspections, preventive maintenance, repair work, and custodial work during normal working hours, 7:00 a.m. to 5:00 p.m., Monday through Friday, except Federal holidays. Workdays shall be comprised of 8 consecutive hours to start no later than 9:00 a.m. and to conclude no earlier than 3:00 p.m. Any work which will cause a disruption of utility service or otherwise make the facility unusable by its occupants may, with the Facility Engineer’s permission, be performed outside of normal working hours at no additional cost to the Government. Additional emergent work may be required outside normal working hours. Work performed outside normal working hours may be tracked and reduced from the next available workday with Facility Engineer approval.

AFTER NORMAL HOURS CALLS. The Contractor shall designate two key personnel with appropriate authority who can be reached immediately by telephone to respond to emergency situations 24 hours per day, 7 days per week in accordance with the response times identified in Section 5.2.2.3. See Section 5.3.8 in reference to point of contact for emergency work.

OVERTIME. The contractor is required to provide 24-hours per day, 7-days-per-week performance; however, this contract does not compensate for overtime. Work hours performance may be shifted with Facility Engineer’s approval in response to emergent or after-hour work performance.

FEDERAL HOLIDAYS. Normally, routine work must not be scheduled on Federal holidays. When holidays such as July 4th or Columbus Day occur on a weekend, the Federal holiday will occur on either the preceding Friday or the following Monday. If the contractor wishes to work on a federal holiday, written approval should be submitted 48 hours prior to the holiday. The Facilities Engineer may approve a contractor’s written request to work on a federal holiday if the situation warrants such work, it cannot be performed during regular hours, and it is performed at no additional cost to the government.

WORK COORDINATION.

OCCUPIED AREAS. Government personnel work in occupied areas during normal working hours. The Contractor’s work must not unduly interfere with Government work in the area. The Contractor shall report any interference problems between the Government and the Contractor to the Facilities Engineer for resolution. The Contractor shall not interrupt classes in session to perform work unless approved in advance by the Facilities Engineer. The Contractor may have to schedule access to classrooms prior to performing work. Some work in classrooms may have to be performed after normal working hours due to unavailability of the space for Contractor’s use. The Contractor shall not commence work that will prevent the normal use of any occupied area (e.g., administrative offices) without having previously received approval from the Facilities Engineer at least 48 hours in advance. This requirement does not apply to emergency work.

FACILITY CLOSURES. The Contractor shall submit a Facility Closure Request to the Facilities Engineer for approval 14 calendar days prior to closing any facility or part of a facility for work required to be performed. Responsibility for coordinating access to closed facilities resides with the Contractor.

SECURING UTILITIES. The Contractor shall submit a Utility Outage Request to the Facilities Engineer for approval 14 days prior to securing any utility (water, heat, air conditioning or electricity) to any structure, space or facility. This restriction is waived for emergency situations where the delay associated with notification of the Facilities Engineer will cause injury or significant damage to Government property. The Facilities Engineer must be immediately notified of any such action taken.

PERMITS. The Contractor shall obtain, without additional cost to the Government, all appointments, licenses, and permits required for the performance of work and for complying with all applicable Federal, State, and Local laws. Copies of permits and licenses must be provided to the Facilities Engineer prior to contract start date or before work requiring a permit commences.

ACCESS TO BUILDINGS. The Contractor shall obtain access to buildings and arrange for the buildings (other than Government-provided facilities) to be opened and closed as necessary for the performance of work. Whenever a key is issued to contract workers, the key must be signed out and in by the requesting party. Contractor must ensure that sufficient arrangements are made for security of the building(s) at the end of each workday. No buildings should be open, or spaces occupied after NORMAL WORKING HOURS without the knowledge of campus security.

CONTRACTOR OCCUPIED FACILITIES. The Contractor is responsible for the security of all Government provided facilities, materials, and equipment. The Contractor is responsible for and shall maintain all shops and areas used by the Contractor in performance of the contract, in a clean, neat, orderly, and sanitary condition. Work areas must be kept clutter free and swept daily. All housekeeping supplies and related consumable tools, such as drill bits, saw blades, etc., must be provided by the Contractor at their expense. The premises must be kept free from accumulation of waste material and trash resulting from work at all times. Combustible materials must be removed daily. Contractor occupied facilities located on Government property are subject to material, fire and safety inspection by the Facilities Engineer. Any fire or safety hazards noted in the inspections produced by Contractor action or inaction must be Corrected by the Contractor at no cost to the Government.

CONTRACTOR SAFETY PROGRAM. All work shall be conducted in a safe manner and must comply with all applicable federal, state and local safety standards and requirements. The Contractor shall employ a full time, on-site safety manager capable of enforcing all applicable safety practices. The safety manager is responsible for ensuring all work is performed and completed in compliance with the contractor’s safety plan, all applicable federal, state and local safety standards and requirements, and contract requirements. The Government reserves the right to inspect for compliance with safety standards and requirements. Prior to commencement of work, the Contractor shall meet with the Facilities Engineer and other Government Representatives to discuss and develop mutual understandings relative to the administration of the Safety Program. The Safety Program shall include the following as a minimum:

2.1.1. CONTRACTOR SAFETY PLAN. The Contractor shall develop and submit a Safety Plan within 14-calendar days of this Statement of Work being placed into effect and whenever changed by the Contractor. The Contractor’s safety plan shall comply with all Federal and State laws, including OSHA and regulations set forth in 29 CFR 1910, 29 CFR 1926, 29 CFR 1940 and 29 CFR 1946 and in Commandant Instructions M5100.47 and M11000.11.

2.1.2. ACCIDENT PREVENTION. The contractor shall comply with all federal, state and local regulations concerning accident prevention. The contractor shall maintain a record of property damage, accidents, and fires caused by the Contractor or subcontractor employees. The Contractor shall report damage, fires, or accidents to the Facilities Engineer IAW Homeland Security Acquisition Regulation Clause HSAR 3052.223-90. The Contractor shall comply with all mishap reporting procedures found in the latest edition of COMDTINST M5100.47. These procedures are for information and data gathering purposes only. The Government will supply the Contractor with the necessary forms and instructions for completion of the forms. All mishaps must be reported to the FACILITIES ENGINEER immediately and in writing within 24 hours.

2.1.3. PRESERVING AND REHABILITATING HISTORIC STRUCTURES. Work performed on this contract has the potential to affect a property listed in or eligible for the National Register of Historic Places. To avoid these effects, and to ensure compliance with the National Historic Preservation Act, work shall be executed in strict accordance with The Secretary of the Interior's Standards for the Treatment of Historic Properties, with Guidelines for Preserving, Rehabilitating, Restoring & Reconstructing Historic Buildings (Treatment Standards) as published by the National Park Service. The contractor is to use the treatment standards that apply to each specific task. All actions shall be undertaken with the gentlest means possible to prevent damage to historic materials. If in the process of executing this contract damage is inadvertently caused, or damage is found, the Contractor shall stop work and immediately notify the Contracting Officer’s Representative. The Contractor shall submit within the work plan all plans, materials, and methods necessary to fulfill the work underneath this contract in consideration of the Treatment Standards for approval by the Contracting Officer’s Representative.

2.1.4. HANDLING AND CONTROLLING HAZARDOUS OR TOXIC MATERIALS INCLUDING ASBESTOS. Under this contract there are two categories of hazardous or toxic material. The first category, Contractor-owned or generated hazardous or toxic material includes material either brought on site by the contractor or contractor’s subs to perform duties or those generated by the Contractor’s or Contractor’s sub actions. The contractor is solely responsible for Contractor-owned or generated hazardous material. This includes any hazardous material encountered while performing maintenance and repairs specified wherein. The Contractor’s Safety Plan shall contain a section specifically addressing the use, handling procedures and disposal of all hazardous materials that are likely and foreseeable to be encountered as part of this contract, including asbestos, lead and lead-based paint, and PCBs. The Contractor is solely responsible for this category of hazardous or toxic material. The second category, existing hazardous or toxic material, includes hazardous or toxic materials encountered while performing maintenance and repairs specified herein. For this second category the Contractor must notify the Facilities Engineer immediately and handle the materials for the government in accordance with the Facilities Engineer’s direction.

2.2. HAZARDOUS MATERIAL / WASTE COORDINATOR. The Contractor shall designate in writing a Hazardous Material/Waste Coordinator to manage all Hazardous Materials. This individual shall maintain the contractor’s Safety Data Sheets (SDS), as required by HSAR Clause 3052.223-70, Removal or Disposal of Hazardous Substances – Applicable Licenses and Permits, and provide any Hazardous Material information required/requested by the Facilities Engineer, and participate in HAZMAT program meetings (generally held quarterly on site). Handling and disposal of the materials shall comply with all federal, state, and local regulations.

SAFETY DATA SHEET (SDS). The Contractor shall request a SDS from their supplier for each chemical item used at TRACEN. Prior to ordering this material, the Facilities Engineer must review and approve all new chemical products. These sheets must then be placed in the Contractor’s hazardous material data sheet file.

TRAINING. The Contractor shall provide all necessary training, materials, and equipment required for their personnel to properly handle Hazardous Materials. The Contractor’s Hazardous Materials program shall be managed by IAW Emergency Right-to-Know-Act (EPCRA) requirements. The Contractor shall abide by all 40 CFR 350-372 (EPA) and 20 CFR 1901.1-1910 (OSHA) requirements.

ELECTRONIC DATABASE. The Contractor shall develop and maintain an electronic database or spreadsheet utilizing Microsoft Office software to monitor hazardous material inventories and purchases. Contractor shall electronically track and maintain the following information for each Hazardous Material Used: SDS ID #, Point of Contact, Product Name, Manufacturer, Manufacturer’s Address, Manufacturer’s Phone #, Vendor, Vendor’s Address, Vendor’s Phone #, NSN/Part #, Physical State, Qty on Hand, Max Quantity, Units of Measure, Container Type, Container Size, Location (BLDG), Room #. The contractor shall always make these reports available as requested by the Facilities Engineer. The contractor shall submit quarterly updates on the first workday of January, April, July and October.

CONTRACTOR PROPOSED CYBER / IT-RELATED SOLUTIONS. The contractor shall identify all cyber/IT-related hardware, software and/or services that are included as part of its solution to the government’s requirement to store or process Coast Guard data or connect to Coast Guard networks or other assets. The offeror or contractor shall provide this information in an electronic delimited file format (for example, csv file, docx table, xlsx table, rtf table or HTML file) as follows in its government response to the solicitation. No cyber or IT related materials shall be purchased on behalf of or installed on Coast Guard properties without written approval from the Facilities Engineer.

Contractor Proposed Cyber/IT Related Solutions for CG-6 Review

or

Service

inclusion in the cost proposal)

PESTICIDES/HERBICIDES LOG. The Contractor shall maintain a certified applicator log of all pesticides and herbicides applied on the Training Center, the date and amount of application (with signature of certified applicator), and provide a copy of the log to the Facilities Engineer upon request. This log shall be turned over to the Government within 5 days of completion or termination of the contract.

PCBs. The Contractor shall comply with current regulations used by the Environmental Protection Agency and State of Alabama for handling Polychlorinated Biphenyl (PCB). The Toxic Substance Control Act establishes PCB controls by regulations contained in 40 CFR 761.1 (see Paragraph 6). The Contractor shall provide all materials and equipment for personnel handling PCB. All existing PCBs on campus shall be properly disposed of.

FIRE PREVENTION. The Contractor shall establish and maintain a fire prevention program to comply with the provisions of current Government regulation, OSHA, National Fire Codes, sound industrial practices, as well as other fire prevention regulations, manuals and/or codes cited throughout this contract and applicable to specific industrial-type functions. The Fire Prevention Program must be included in the Contractor’s Safety Plan. The Government reserves the right to inspect facilities for fire prevention, evaluate through drills, and to enforce compliance. All individuals performing inspection, testing and maintenance of fire alarm and fire protection systems must meet the requirements stated in NFPA 72, Chapter 10.2.2.5.1 and be NICET Level II certified.

2.2.1. CONFINED SPACE ENTRY (CSE) PROGRAM. The contractor shall establish and maintain a Confined Space Entry (CSE) program IAW the 29 CFR 1910.146 and current government regulations (i.e., COMDTINST 5100.48(series). The contractor shall designate in writing to the Facilities Engineer competent person(s) as defined in 29 CFR 1910.146 and provide documentation of their qualifications to the government. The CSE program shall be included in the contractor’s Safety Plan. The contractor shall ensure its employees are properly trained concerning workplace-confined spaces. The contractor shall ensure that the employees are experienced with the conditions and confined workspaces prior to beginning work. The contractor shall coordinate entry operations with the Safety Officer. The government reserves the right to inspect spaces to ensure the proper procedures are being always followed.

2.2.2. SAFETY EQUIPMENT. The Contractor shall provide their employees with all personal protective equipment (PPE) required to safely accomplish all tasks. PPE includes but is not limited to protective clothing, hearing protection, respiratory protection, tripod and mechanical winch, atmospheric testing equipment, etc. The Contractor’s employees shall use required PPE, clothing and/or use equipment appropriate to the work being done at all times. The contractor is responsible for ensuring that all personnel required to wear or use any respiratory protection are properly trained in its use and limitations and are medically screened and fit tested. In the event of hazardous conditions in a permit-required space, the contractor shall contact the Safety Officer and Facilities Engineer to advise them of the situation.

2.2.3. RESULTS OF SAFETY NONCOMPLIANCE. If the Contractor fails or refuses to promptly comply with safety requirements, the Facilities Engineer may issue an order stopping all or part of the work until the Contractor takes satisfactory corrective action. No part of the time lost due to any such stop order shall be made the subject of claim for extension of time or for excess costs or damages to the Contractor.

2.3. CONSERVATION OF UTILITIES. The Contractor shall develop an energy conservation plan. The plan shall include, but is not limited to, the following items. Evaluate and recommend measures that can be taken to:

· Reduce general operating cost.

· Minimize energy usage.

· Add insulation or make other changes for savings.

· Use timing or cycle-control devices to promote energy savings.

· Recommending the use of energy efficient materials and equipment.

· Instructing Contractor personnel in utilities conservation practices and requiring them to operate under conditions which preclude waste of utilities.

2.3.1. HVAC CONTROLS. Controls for heating, ventilation, and air conditioning systems shall be adjusted only by workers with the skills and qualifications necessary for maintaining and repairing the systems. The Contractor shall set proper temperature settings as defined by the Facilities Engineer.

2.4. ENVIRONMENTAL PROTECTION. The Contractor shall comply with all applicable Federal, State, and Local laws, regulations, and standards regarding environmental protection. Inspection of Government facilities operated by the Contractor may be accomplished by authorized State and Federal officials on a no notice basis. The Contractor shall make all spaces available for inspection during normal working hours.

2.4.1. NON-COMPLIANCE CITATIONS. Citations of Contractor-operated Government-provided facilities for noncompliance with environmental standards are a matter for resolution between the Contractor and the issuing office of EPA or State of Alabama regulatory authorities. The Contractor shall be responsible for/pay any fines, penalties or charges associated with citations issued by Federal, State or Local officials for noncompliance with environmental standards. If the citations are issued against the Government due to the Contractor’s action or inaction, the Facilities Engineer will deduct the fine from any funds due to the Contractor. The Facilities Engineer may order work to be performed by the Contractor to correct a pre-existing non-compliant situation. The Contractor will not be held responsible for payment of citations issued because of conditions created by the government’s actions or inactions. The Contractor is responsible for achieving compliance with environmental standards within 18-months of this statement of work being placed into effect. If compliance cannot be achieved due to major repairs or improvements that exceed this statement of work, the contractor shall advise the Facilities Engineer, Facilities Engineer’s Representative, and Facilities Engineer. This notification shall include required repairs or improvements and a level 1 cost estimate for those repairs.

2.4.2. INSPECTION BY REGULATORY AGENCIES. The Contractor shall notify the Facilities Engineer immediately of any inspection visit, planned or unplanned, by an agent or agents of any Government regulatory agency. The Facilities Engineer will issue instructions as to how to proceed in cooperating with the inspector. The Contractor shall submit a written report to the Facilities Engineer, by close of business of the next working day following completion of the inspection/visit. The report shall include the names, identification numbers, agency of the inspectors, and the reason for the visit. A copy of any reports received, and samples collected, if provided by the agency, shall be included with the contractor’s report. Samples shall be accompanied by a statement signed by the agency inspector validating their authenticity.

2.5. PHASE-IN/PHASE-OUT PERIODS.

The Contractor shall develop a phase out plan with their 3-month prior to the conclusion of the base period of performance. The phase-out plan shall describe actions, plans and procedures to ensure a smooth transition to future operators and maintainers, file transfer, and document preservation. The plan shall be submitted to the Facilities Engineer for review and approval 90 days prior to conclusion of the base period of performance. The final phase-out portion of the plan must be updated 30 days prior to completion of the contract.

2.5.1. PHASE-IN. The service provider shall assume total responsibility for all operations required by this statement of work at time of implementation. A fully qualified and capable of performing all work required under this statement of work, as well as all equipment, tools, materials and supplies to ensure capability of performing contract requirements within 60 calendar days.

2.5.2. PHASE-OUT PERIOD. The Contractor shall present a detailed plan for any phase-out period, regardless of precipitating reasons. The plan shall include procedures for minimizing impact on performance in compliance with standards in the contract. The plan shall also (1) present procedures for retaining the required staffing level (including key personnel) necessary to provide complete contractual support through expiration of the contract and (2) describe in detail how responsibility and accountability will be relinquished for all Government-provided items. Beginning 30 calendar days immediately prior to the end of the contract period, the Contractor will be required to allow personnel from the Government and/or from a successor contractor to observe daily operations covered under this contract. During this “phase-out” period the Contractor will remain totally responsible for the services required in this contract. The Contractor shall not defer any needed repairs or maintenance for the purpose of avoiding responsibility to the successor contractor. The Contractor shall coordinate activities with the incoming Contractor to affect a smooth and orderly transition at the end of the period. The Contractor shall remove all Contractor-owned equipment, tools, parts and belongings from the Government-provided facilities by midnight on the last day of performance. The Contractor shall provide on-the- job familiarization for the incoming Contractor as required.

2.6. KICK-OFF CONFERENCE. The Contractor shall meet in conference with the Facilities Engineer and Program Manager as well as other authorized representative(s) of the Government at the former site of Birmingham-Southern College to discuss and develop mutual understandings relative to scheduling and administration of work performed under this contract.

2.7. CONTINGENCES. The Coast Guard shall plan how it will meet mission requirements in the event of a national emergency or natural disaster. The Coast Guard must be able to react to such events without undue delay. Sudden or unusual events may result in a substantial impact on the Contractor’s performance and contract requirements. If contingencies such as those specified below develop, the Contractor shall continue to perform contract work. Some examples of contingencies are as follows:

· A national emergency entailing sudden buildup of military forces that increases contract requirements.

· A natural disaster (e.g., snowstorm, hurricane, flooding) that impacts upon the Contractor’s ability to perform this contract and the Coast Guard’s ability to perform its mission.

· A labor strike that impacts upon Contractor’s ability to perform.

2.7.1. CONTINGENCY PLAN. The Contractor shall submit a comprehensive Contingency Plan with-in 30 days of start of performance. The contractor’s plan shall outline at the minimum the methods the Contractor will use to meet contract requirements in emergency situations cited above.

2.8. WARRANTIES. The Contractor shall be responsible for exercising all manufacturers’ commercial warranties on Government equipment, parts, roofs and systems under this contract. The Contractor shall report to the Facilities Engineer any difficulty in exercising manufacturer warranties and request the Facilities Engineer’s assistance as necessary. Existing warranties, if any, will be provided to the Contractor by the Government prior to contract start date.

2.8.1. The Contractor shall maintain a file of the original warranties on new equipment installed. The contractor shall also establish and maintain a list of manufacturers’ telephone numbers and points of contact for all warranted equipment. A copy of this list must be provided to the Facilities Engineer whenever new equipment is added, or warranties expire. All warranties shall list the Government as the equipment owner.

2.8.2. Government equipment installed by the Contractor that fails within a warranty period due to Contractor’s poor workmanship, or by not following manufacturer’s installation, operation or maintenance instructions, shall be replaced or repaired at the Contractor’s expense. This determination will be made by the Facilities Engineer and Facilities Engineer.

2.8.3. Warranted equipment and component parts thereof shall not be repaired, removed or replaced by the Contractor while under warranty of the manufacturer or the installer; all defects in workmanship or materials, defective parts or improper installation found by the Contractor shall be reported in writing or electronic correspondence to the Facilities Engineer. The Contractor shall take actions necessary to exercise the warranty. The Contractor shall be responsible for knowledge of the equipment and components that are covered by original warranty and the duration of the warranty.

2.8.4. The Contractor shall perform all preventative maintenance on warranted equipment in accordance with the manufacturer’s warranty as well as that recommended by current year, RS MEANS, Facilities Maintenance & Repair Cost Data. The contractor shall also be responsible for coordinating repair or replacement of all non-warranted component parts on all warranted equipment.

2.9. CONTRACTUAL PROVISIONS. The Contractor shall promptly inform the Facilities Engineer in writing or electronic correspondence of any circumstances, directives, regulations or references which conflict with the requirements of this statement of work. When there is substantial doubt as to the exact meaning of any specification, the contractor shall request in writing or electronic correspondence an interpretation from the Facilities Engineer. When the Contractor finds that a specification standard, technical exhibit, directive or reference shall be modified for application to a particular working condition or circumstances, the Contractor shall request approval from the Facilities Engineer of the alternative approach which meets the intent and scope of this contract. Under no circumstances may safety standards be compromised.

2.10. COORDINATION WITH GOVERNMENT PROJECTS. The

Contractor’s Project Manager and employee(s) knowledgeable with each specific system shall be available to discuss the operation, maintenance, and repair of facilities and systems with Government Engineers/Architects involved in design of new or rehabilitation projects. Meetings will be held at the former Birmingham-Southern College site and coordinated by the Facilities Engineer. The estimated frequency of such meetings is six per year. Meetings and discussions between the Contractor and Facilities Engineer concerning work requests are not considered projects under this Paragraph.

2.10.1. SYSTEMS OPERATION. The Contractor shall exercise/operate systems, when directed by the Facilities Engineer, for purpose of Government personnel familiarization and project/design development. The estimated frequency is six per year. This does not include operation required to ensure the Contractor’s compliance with the requirements of this work statement.

2.11. SUBCONTRACTOR(S). If subcontractor(s) are retained, five (5) days prior to subcontractor start date, the Contractor shall submit a list of all its subcontractors including the name, point of contact, address, and telephone number. This list shall be updated and submitted to the Facilities Engineer semiannually and within two (2) days of any additions or deletions to the subcontractor list. The subcontractor(s) shall comply with all contractual requirements of this work statement. The contractor is fully responsible for the actions/failure to act of their subcontractors.

2.12. DAILY SYSTEMS REPORT. The Contractor shall submit to the Facilities Engineer a list of all building systems or utilities that are not fully operational at 4:00 pm each workday. The list must include facility name, system affected and cause of failure and estimated date of repair.

3. APPLICABLE DOCUMENTS.

The Contractor shall comply with all federal, state, local laws and regulations, industry standards/references, and the Coast Guard regulations and instructions. The list below is not all inclusive. The Government will furnish, or make available for contractor use, the documents described below. All referenced Federal laws, codes, directives, instructions, etc. in force at time of the contract must be considered mandatory as applicable to the service or function to be performed. The Contractor shall ensure that all publications received are kept current.

4. WORK PROCEDURES AND PRIORITIES

4.1. GENERAL. The Contractor shall be responsible for performing work to support all facilities, including the collateral and non-collateral equipment. Work may be required on buildings (e.g. small storage buildings), equipment (i.e. water fountains, small refrigerators, etc.), or structures not specifically listed. The Contractor shall provide all management required to perform all work in accordance with industry standards and federal, state, local laws and Coast Guard regulations. Documents referenced in Section 4 above are not necessarily all-inclusive. Requirements stated as advisory or permissive in referenced publications are mandatory for purposes of this contract, except where there are documented current in-house practices to the contrary, where the requirements are commercially impractical, or where the Facilities Engineer determines that such requirements will serve no useful purpose.

4.1.1. PERSONAL SERVICES PROHIBITION. Any language about supervision in the referenced publications list in the section above shall not be taken as authorizing personal services.

4.2. CATEGORIES OF WORK. There are three categories of work, Level 1 – Preventative Maintenance, Level 2 – Work Orders, and Level 3 Job Orders as follows:

4.2.1. LEVEL 1 - PREVENTATIVE MAINTENANCE. The Contractor is responsible for performing all work IAW the contract statement of work, including preventive maintenance in accordance with industry standards, as a minimum standard (RS MEANS) and manufacturers’ recommendations, and Contractor prepared frequency schedule approved by the Facilities Engineer. No task orders or approvals are required for Contractor performance of preventative maintenance once the Contracting Officer’s Representative approved the required work plans that identify all plans, materials, and methods necessary to fulfill the work underneath this contract in accordance with the Treatment Standards for Historic Properties.

4.2.2. LEVEL 2 - WORK ORDERS, MATERIAL COSTS GREATER THAN $2,500 AND UNDER $50,000. The Facilities Engineer or other designated Government representatives will issue work orders to repair, construct, install, remove, alter, improve, replace, add, or overhaul any facility, grounds, or equipment covered by this contract. This requirement may pertain to the procurement and installation of new equipment/building fixtures, structural components, or other associated materials that may be necessary for mission performance. Identical work items must be submitted in the same work order for work within a single building. Identical work has the same character and requires the same trade and material. For example, replacing carpet and painting are not identical, while exterior painting of the northern and southern exposures of a building are identical. Installation of a new electric outlet may involve multiple trades, but all work associated with the installation of the outlet must be on one work order. Discrepancy items noted during a government inspection of any building, grounds, or equipment must not be grouped unless they are identical. Work identified by the Contractor or Facilities Engineer that requires a combined acquisition of materials and/or subcontractor labor in excess of $2,400 must be reported to the Facilities Engineer upon discovery. All work orders with a combined material and/or labor cost between $2,500 and $50,000 must receive written approval prior to start.

Performance of Level 2 Work Orders are factored into the staffing model detailed within this statement of work. No additional costs for labor are anticipated in conjunction with Level 2 work orders. If subcontractors are required for the performance of a work order, the Facilities Engineer must be notified, and written approval must be received prior to retaining subcontracted work. Material and subcontractor costs incurred for all work orders are expected to remain under $1,500,000 for the period of performance. If total material costs for all Level 2 work orders are projected to exceed $1,200,000 the Facilities Engineer must be immediately notified. Subsequent notifications are required for every $25,000 thereafter.

Work orders greater than $50,000 require Program Manager and Contracting Officer approval prior work order issuance.

4.2.2.1. ISSUANCE OF WORK ORDERS. The Facilities Engineer will issue work orders during normal working hours. The Facilities Engineer may verbally order emergency work not to exceed $5,000.

4.2.3. WORK ORDER ACCOMPLISHMENT. The Facilities Engineer determines what tasks will be issued on a work order. The Contractor must accomplish each work order as issued by the Facilities Engineer IAW the has applicable priority, response and completion time stated in Section 5.2.2.3.

4.2.3.1. PRIORITIES. There are five priorities for work orders. The Facilities Engineer will assign priorities when the work order is issued to the Contractor. The Government retains the right to upgrade or downgrade priorities of existing work orders. Such changes by the Government must not be arbitrary but must be used as necessary to ensure that ever- changing mission requirements are supported in a timely manner. The Contractor shall comply with Government established priorities.

4.2.3.1.1. PRIORITY 1 – EMERGENCY. Work that takes precedence over all other work and requires immediate action by the Contractor, including diverting personnel from other work to respond to the emergency. Usually, the work is necessary for the protection of health, safety, security of sensitive Government property, prevent damage to property or to meet an emergency operational requirement. Examples of emergency work include, but are not limited to:

· Loss of air conditioning or heating in any training space.

· Loss of electrical power to any training space.

· Natural gas leaks.

· Electrical problems that could lead to personal harm, damage to property, or result in a power failure affecting occupied buildings.

· Serious water leaks causing damage to property or interruption of service.

· Complete breakdown of refrigerators, cooking ranges or other primary kitchen equipment.

· Complete restriction in operation of plumbing fixtures or drain lines where no alternate facilities are available in the building.

· Door and lock repair were necessary to close buildings for security.

· Broken glass where it is necessary to close a building for security.

· Leaking roofs where damage to building contents may result.

· Problems arising from flooding of basements, crawl spaces or streets from stopped storm sewers or drains, etc.

· Problems arising from natural disasters, such as flash floods and storms.

· Failure of alarm systems.

· Protection from weather damage.

4.2.3.1.2. PRIORITY 2 – URGENT. Work that should be accomplished by the first available employee. Contractor personnel will normally not be diverted from other work to perform this work unless other specific response requirements dictate otherwise, such as P2 by COB. This includes work required to Correct a condition that could become an emergency, work that could seriously affect morale, work that has command emphasis, or work required by an authorized customer to accomplish its mission. Examples of urgent work include, but are not limited to:

· Minor electrical problems that will not lead to personal harm, damage to property, or result in a power failure affecting occupied buildings.

· Minor water leaks where no damage to property is likely to occur.

· Minor refrigeration problems where spoilage of food is not imminent.

· Providing shore tie connections for visiting vessels.

4.2.3.1.3. PRIORITY 3 – HIGH PRIORITY. Work that has an impact on morale or is priority due to mission requirements to meet command commitments. Work that does not require diversion of personnel from other work but should be completed before routine work. Examples of high priority work include, but are not limited to:

· Minor heating problems (not operating at full efficiency when weather is moderate).

· Repair door closer on interior door.

· Make new keys for door.

· Replace light bulbs in office where other bulbs provide light.

· Repair leaking faucet in restroom.

· Replace discolored ceiling tiles once the roof integrity or utility lines have been repaired.

4.2.3.1.4. PRIORITY 4 – ROUTINE. Work that does not meet the criteria of Priority 1, 2 or 3. Work in this category generally must be done in the most economical manner, on a first-come, first-served basis. These jobs include required work that, if not accomplished, would only continue an inconvenience or an unsightly condition. Examples of routine work include, but are not limited to:

· Install additional wall receptacle.

· Install new equipment.

4.2.3.1.5. PRIORITY 5 – DEFERRED. Work which must be accomplished and should be facilities Engineered but which may be more economically or logically accomplished later in conjunction with other work. This work may be accomplished as time permits. Examples of deferred work include, but are not limited to:

· Exterior painting during the winter months.

Note: Material delivery times do not relieve the Contractor from meeting the assigned prioritized timelines. The Facilities Engineer may at any time request the Contractor to provide evidence that any necessary parts have been ordered to complete a work order.

4.2.3.2. WORK ORDER DELAY NOTIFICATION. The Contractor shall immediately inform the Facilities Engineer when they cannot meet the above stated completion times on work orders issued with Priorities 2, 3, 4, and 5. This notification is for Government planning purposes only.

4.2.3.3. BACKLOG OF WORK. To facilitate maintenance management and to account for scheduling difficulties, it is normal and acceptable for facilities maintenance activities to carry a backlog of WORK ORDERS that have been issued but not yet accomplished.

4.2.3.4. BACKLOG REPORT. The Contractor shall submit a weekly backlog report. This report shall contain a complete listing of all open work orders including current charged costs.

4.2.4. LEVEL 3 – JOB ORDERS OVER $50,000. If total cost for materials and/or subcontracted labor is in excess of $45,000, the work shall not be started without Contracting Officer and Program Manager written approval. To request this approval, the Contractor submits a Job Cost Proposal via the Facilities Engineer and service work. No work forecasted to exceed $45,000 in value shall be started without advance written approval.

4.3. CONTRACTOR WORK CONTROL.

4.3.1. CONTRACTOR WORK MANAGEMENT CENTER.

The Contractor shall operate and staff a work management center from 8:00 am to 5:00 pm during normal workdays. This center shall be the Contractor’s primary location for collecting and filing data, receiving, scheduling and recording work, and must serve as the primary office for the Contractor’s Project Manager and the designated point of contact during normal working hours. The following labor mix is anticipated:

· Engineering Management, may be senior Civil Engineer, Mechanical Engineer, or Engineering Manager

· Master Carpenter

· Locksmith

· Master Plumber

· Master Painter

· Journeyman Painter

· Master Electrician

· Master HVAC Technician

· Journeyman HVAC Technician

· Fire/Safety Officer

· 1.5 FTE Senior Maintenance Technicians familiar with campus

· 2 individuals at 30 hours/week

· General Laborer

In addition to the base scope of work, these FTEs will be tasked with a variety of repair activities to be coordinated by the on-site command representatives. The Contractor is responsible for facilities maintenance management to include reception, scheduling, tracking, recording and processing of all preventive maintenance and work orders.

4.3.2. CONTRACTOR IDENTIFIED WORK. The Contractor shall implement and operate an inspection and work identification system. The Contractor is responsible for reporting all Contractor identified work to the Facilities Engineer. For all work identified, the Contractor shall submit a work order request. The Facilities Engineer will review the contractor-generated work order request and determine whether the request is to be approved, and if so, assign the priority, and issue the corresponding work order.

4.3.3. ANNUAL WORK PLAN FOR LEVEL 1 – PREVENTATIVE

MAINTENANCE…