Draft_SOW.docx

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

FACILITY OPERATIONS, MAINTENANCE AND REPAIR

C.11 INTRODUCTION

C.12 FACILITY MANAGEMENT

C.13 STAFFING REQUIREMENTS

C.14 FACILITY OPERATIONS, MAINTENANCE AND REPAIR

C.15 MOTORPOOL MANAGEMENT SERVICES

C.16 MATERIALS HANDLING/WAREHOUSING

C.17 JANITORIAL SERVICES

C.18 PEST CONTROL

FACILITY OPERATIONS, MAINTENANCE, AND REPAIR

C.11 INTRODUCTION/BACKGROUND

1. The Contractor shall provide services for facility operations, maintenance, and repair at the Fish and Wildlife Service National Conservation Training Center, located near Shepherdstown, West Virginia.

2. The National Conservation Training Center (NCTC) develops and conducts training courses and education services for the Fish and Wildlife Service (Service), other Federal agencies, environmental conservation groups, state organizations, Native American groups, the private sector, and others. Courses consist of multiple running sessions ranging from one to three weeks in duration. The NCTC also hosts multiple meetings of environmental conservation and community groups.

3. The NCTC has an average daily guest count of approximately 150 to 175 resident guests and 50 day guests, plus a Service staff of approximately 120. Attendance will vary with the season; the heaviest attendance is anticipated in the fall, winter and early spring. The NCTC will conduct training for 49 weeks per year, and will typically be closed to guests the one week period over the Thanksgiving holiday and the two week period over the Christmas and New Year’s holiday.

4. FACILITY DESCRIPTION: The NCTC is located approximately four miles north of Shepherdstown, West Virginia, on Shepherd Grade Road. The site, comprised of approximately 533 acres, lies adjacent to the Potomac River. A boat ramp provides river access. The facility includes 18 individual buildings comprised of approximately 431,000 square feet. Buildings include: four housing units - each containing lodge rooms with private baths, a guest laundry room and a lounge area with a fireplace – three housing units have 50 lodge rooms each and one housing unit has 76 lodge rooms; the Commons building containing a library, dining room with a fireplace, kitchen, servery, a sundry sales shop, a lounge with a fireplace, and social center; the Physical Training building containing a gym and exercise facility; the Entry/Auditorium building containing a 250 seat auditorium, museum/archival offices, guest lobby, student/guest reception desk and offices for Contractor facility operations personnel; the Division of Education and Outreach (DEO) building; the East and West Instructional buildings containing offices, classroom/seminar rooms, student breakout spaces, computer labs, and computer server/telephone switch rooms; the Laboratory building; a child care center; the Production building containing print and audio/visual production facilities; the Central Plant mechanical building; the Support Services building containing office space, warehouse storage, garage, shop and parking facilities for facilities operations contract personnel and recycling bins; the Guard House, and the Water/Waste Water Treatment buildings. For a Site Map, see Attachment G.

C.12 FACILITY MANAGEMENT

C.12.1 PERFORMANCE OBJECTIVES

5. The Contractor shall provide all labor, equipment, materials, and management necessary to perform complete facility operations and maintenance services, in a reliable, timely manner, and in such a fashion that will not impact the operations of the NCTC, or disrupt its programs.

6. These specifications state the performance objectives to be achieved by the Contractor. Performance objectives (Objectives) are defined in this contract to mean results or goals to be achieved. Objectives are purposefully defined to mean results or goals to be achieved, with the expectation that the Contractor will exercise latitude in providing suggestions and recommending alternative facility operations and service plans. Performance will be measured in accordance with the requirements provided in this Statement of Work and the requirements of the Quality Assurance Plan.

7. The Contractor shall work closely with the COR to coordinate services and procedures, develop schedules for the performance of work, and identify/remedy problems before they impact NCTC operations and its programs. All submittals shall be sent to the COR unless otherwise stipulated in the contract.

8. The Contractor will provide the highest level of service at the most reasonable cost for each of the responsibility areas listed below:

Facilities Management;

Facility Operations, Maintenance, and Repair for all buildings and facilities.

Motor pool Management Services;

Materials Handling/Warehousing;

Pest Control; and Janitorial Services for Support Services, Central Plant, & Water/Wastewater Treatment Buildings, as well as exterior of all buildings and the recycling program campus-wide.

C.12.2 RESPONSIBILITIES EXCLUDED FROM THE CONTRACT

The following services are not included in this contract and will be provided under separate contract or by Service employees:

1. Telecommunication equipment and systems operations and maintenance;

2. Computer/network equipment and systems operations and maintenance;

3. Audio-visual equipment and systems operations and maintenance;

4. Child care operations;

5. Physical training operations (day to day);

6. Field mowing;

7. Landscape Maintenance;

8. Snow & Ice Removal

9. Office janitorial services in the following buildings: Commons, Day Care, DEO, Entry Auditorium, Guard House, Instructional East/West, Laboratory, Physical Training, and Production;

10. Course, lodge and meeting registration;

11. Guest Services (food services and lodge housekeeping services); and

12. Security.

C.12.3 HOURS OF OPERATION

NCTC hours of operation will vary based on user-group and the area of Contractor responsibility. Normal hours for NCTC staff and non-student guests will be 6:30 a.m. through 6:00 p.m., Monday through Friday, year round and excluding Federal holidays. Specific hours of operations for various contract responsibilities are discussed in paragraph C.13 through C.16, however the Contractor is responsible for the requirements of this contract 24/7. All services provided by the contractor shall be conducted so as to have minimal impact on NCTC employees, guests, and programs.

C.12.4 TRANSITION REQUIREMENTS ON SUCCESSOR CONTRACT

9. Prior to the expiration/termination of this contract and after selection by the government of a successor contractor, the Contractor shall work with the successor contractor to develop a mutually agreeable transition plan detailing the procedures necessary between the outgoing and incoming Contractor to ensure continuity of operations. The contractor shall meet all requirements established for the changeover of operations identified in this plan. This work shall include, but is not limited to, providing personnel for training in key operations, obtaining licenses and permits and completing inventory of facilities, materials, equipment, etc.

10. Transition requirements will be negotiated among the Contractor, the successor Contractor and the Government.

11. All Services required under this contract shall be maintained during this period.

12. SUBMITTALS. Submit three copies of the Transition Plan (TP) to the COR for review NLT ninety (90) days prior to the scheduled contract completion date. The COR will review the TP and return one copy of the TP with comments within thirty (30) days. The Contractor shall address all COR comments and resubmit a revised TP for CO approval within ten (15) days receipt of the COR’s comments.

C.12.5 FACILITY OPERATIONS PLAN

C.12.5.1 OBJECTIVES

The objective of the Facilities Operations Plan (FOP) is to provide a comprehensive document that explains in detail the day-to-day operations of the NCTC’s facilities in the areas of responsibility defined in C.12.1.4.

C.12.5.2 RESPONSIBILITIES

The Contractor will fulfill the following responsibilities:

13. The contractor shall prepare a FOP and submit it for review and approval by the COR.

14. The approved FOP will include, but not be limited to, the following operations sections: Contractor organization; emergency preparedness; energy management; equipment/property operations and repair; financial systems; fire protection; human resources; preventative maintenance; quality control; regulatory compliance; safety management; service agreements/subcontracting; training/orientation; work ordering/scheduling; and FWS/COR coordination and reporting requirements.

15. The Contractor shall maintain and update the FOP throughout the contract to reflect changes in staffing, SOPs, definition of services, etc. All changes will be coordinated with and approved by the CO.

16. The FOP shall incorporate by reference other COR approved systems and plans required by the contract.

C.12.5.3 SUBMITTALS

Submit three copies of the FOP to the COR for review NLT ninety (90) days after award of the contract. The COR will review the FOP and return one copy of the FOP with comments within thirty (30) days. The Contractor shall address all COR comments and resubmit a revised FOP for CO approval within fifteen (15) days receipt of the COR’s comments.

C.12.6 CONTINUITY OF OPERATIONS

The Contractor shall recognize that the services covered by this contract are vital to the Government’s mission, that continuity of operations must be maintained at the utmost proficiency without interruption and that the continuity of contract operations is the responsibility of the Contractor.

C.12.6.1 EMERGENCY RESPONSE PLAN

Solicitation F16PS00003 Draft SOW

10/07/2015

17. The Government must plan in advance how it will meet mission requirements in the event of an emergency situation. Emergency situations include: utility interruptions, fire, accident and rescue operations, labor disputes and strikes, civil disturbances, and natural disasters such as earthquakes and incapacitating storms and floods. The Government must be able to respond to such events without undue delay and impact on operations.

18. As an aid to properly plan for such events, the Contractor shall prepare an Emergency Response Plan outlining in detail the methods the contractor shall use in meeting contract requirements during emergency situations including staff roles and responsibilities, staff training requirements, and SOPs and reporting requirements. The Contractor shall assume its workforce will not be supplemented by the Government during an emergency.

19. Contractor participation in emergency response plans shall be mandatory in the event of an emergency regardless of time of occupancy.

20. SUBMITTALS. Submit three copies of the Emergency Response Plan (ERP) to the COR for review NLT 60 days after award of the contract. The COR will review the ERP and return one copy of the ERP with comments within thirty (30) days. The Contractor shall address all COR comments and resubmit a revised ERP for CO approval within fifteen (15) days receipt of the COR’s comments.

C.12.6.2 INSTALLATION CLOSURE

When an unforeseen closure occurs during normal duty hours, the Contractor shall, at the direction of the COR, accomplish routine scheduled work at a later time. All plant operations and emergency work will continue regardless of installation closure.

C.12.7 SAFETY/FIRE PREVENTION PROGRAM

21. The Contractor shall conduct operations in strict conformance with all FWS Safety Regulations, 29 CFR 1910 and 1926 of the Occupational Safety and Health Act. The Contractor shall implement a Safety/Fire Prevention program for employees performing work under this contract. This program shall be integrated into the Emergency Response Plan and clearly depict the Contractor’s safety and fire prevention and response measures.

22. HEAVY EQUIPMENT OPERATION/SAFETY TRAINING – Contractor personnel using the Government’s tractor/bush hog and forklift equipment shall be required to attend DOI Heavy Equipment Training, which will be provided by the Government.

23. ACCIDENT OR INJURY REPORTING. Accidents and injuries involving Contractor employees shall be reported to the COR in accordance with the approved Emergency Response and Safety/Fire Prevention Plans. Technical advice and assistance necessary for reporting accidents may be requested from the COR.

24. FIRE PREVENTION. The Contractor shall comply with the FWS fire prevention program, as well as all local, State, and Federal permit, code and inspection requirements.

25. SUBMITTALS. Submit three copies of the Safety/Fire Prevention Program (SFPP) to the COR for review NLT 60 days after award of the contract. The COR will review the SFPP and return one copy of the SFPP with comments within thirty (30) days. The Contractor shall address all COR comments and resubmit a revised SFPP for CO approval within fifteen (15) days receipt of the COR’s comments.

C.12.8 QUALITY CONTROL

C.12.8.1 OBJECTIVES

The objectives of the quality control (QC) system are:

26. Develop and maintain a high quality, seamless experience for NCTC students, guests and staff, and;

27. Implement and maintain a QC system that proactively identifies and corrects potential and actual problem areas before they impact NCTC operations, programs and established quality of service, and;

28. Develop a quantifiable system in sufficient detail that Contractor performance in all responsibility areas can be measured, check listed, & provide trend information.

C.12.8.2 QUALITY CONTROL PLAN

The Contractor shall prepare a Quality Control Plan (QCP) describing in detail the Contractor’s QC system. The QCP shall provide the necessary supportive details and procedures to allow the COR to review and ascertain the adequacy of the Contractor’s plan. The Contractor shall implement the QCP after COR approval.

C.12.8.3 QCP REQUIREMENTS

The Contractor’s QC system shall be geared toward best business practices and continuous process improvement activities involving everyone in the organization in a totally integrated effort toward improving performance at every level. The QC system should provide workers at all levels of Contractor management, including top management, an effective and efficient means of identifying and correcting potential and actual problems, and of constantly improving work processes and procedures, throughout the entire scope of operations. The QCP should address the following:

29. The Contractor’s quality control program.

30. The Contractor’s policy and objectives in the area of quality.

31. How the Contractor’s organizational structure and the operating procedures provide for internal communication, cooperation and teamwork in the area of quality control and constant quality improvement.

32. Training in QC and quality improvement methods.

33. Specific surveillance and methods to be used including performance indicators, personnel involvement, process improvement methods, and statistical analysis/reporting methods to track performance.

34. Processes for corrective action without dependence upon government direction. The Contractor shall respond quickly and affirmatively to deficiencies discovered during performance. The Contractor shall identify and correct problem areas. Records shall be kept of these areas, and the communication methods above shall include corrective action reporting. Short term remedial actions and long term solutions shall be described.

35. The efficiency and effectiveness of the Contractor’s work management methods to schedule and control work flow.

36. Methods of written and verbal communication with the COR regarding performance of the contract, to include formal meetings and informal interactions. This must include, at a minimum, a monthly briefing on the QC to the COR on the quality of service in each of the major responsibility areas, including: problems found, customer complaints received, corrective actions recommended and accomplished and the status or previously implemented improvement initiatives. Actions shall be tracked from month to month until accomplished.

37. QC requirements for subcontracted supplies and services.

38. QC requirements for the Contractor’s equipment and tools.

39. Requirements for automation. Automation will be used for reporting and communicating with the COR wherever practical.

40. Data collection and other documentation, to include documentation flow and control, and associated files maintenance and organization. The Contractor shall maintain records of all quality control checks, corrective actions and the process improvement studies and implementations. This file shall be made available to the COR whenever requested. The Contractor shall retain his quality control files for not less than one year after completion or termination of the contract.

C.12.8.4 SUBMITTALS

41. Submit the QCP to the COR for review NLT ninety (90) days after contract award. The COR will return comments within thirty (30) days. The Contractor shall coordinate, incorporate COR comments and finalize the plan within fifteen (15) days of receipt of the COR’s comments.

42. The Contractor and the COR shall agree on a regular schedule for a QC briefing. At a minimum, the briefing shall be held monthly after approval of the QCP.

C.12.9 PROPERTY CONTROL SYSTEM

C.12.9.1 OBJECTIVES

The objective of the Property Control System (PCS) is to track property in such a way as to minimize loss and hence replacement costs and to ensure adequate inventory so that NCTC operations are unimpeded.

C.12.9.2 GENERAL REQUIREMENTS

1. The Contractor shall establish and maintain a program for the use, maintenance, repair, protection, and preservation of Government property (including Government-furnished and Contractor-acquired property) in accordance with sound business practice and the applicable provisions of FAR Subpart 45. The program shall be fully documented and maintained throughout the life of the contract and a copy provided to the Contracting Officer, including any updates to the program, as they are made. The Property Control Plan shall be submitted to the Contracting Officer within 90 days after award of the contract, and updates shall be submitted as they occur.

2. The Contractor shall maintain and make available to the Government the property records required by this contract and account for all Government property until formally relieved of that responsibility by the CO.

3. The Contractor shall maintain “custodial records” such as stock record books and inventory lists used for reordering and monitoring materials and stocks. For purposes of this clause, “material” refers to expendable or consumable items that have a useful life of less than one year.

4. The property contained in the attached property list is provided for the Contractor’s use under this contract, and is hereby incorporated as Attachment C to the contract. The following information will be provided to the Contractor on a spreadsheet for each property item: description of item; manufacturer; model number; serial number, location; and value.

5. Equipment Inventory. Annually, the Contractor and the Government (or its designee) will complete a joint inventory of all GFP (This inventory will normally be conducted during the months of November and/or December when student and guest activity is minimal). Items of equipment missing or not in working order shall be reported to the NCTC Property Management Specialist. The Contractor and the Government will jointly determine the working order and condition of all equipment.

6. Equipment Warranties. The Contractor shall inventory and track warranties on all equipment purchased and installed throughout the life of the contract. The Contractor shall advise the COR on whether inoperable or broken equipment is under warranty. Warranty information on equipment installed as part of the NCTC construction contract may be found in the O&M manuals.

C.12.9.3 SCHEDULE/SUBMITTALS

The Contractor shall establish/maintain a database of all government owned property furnished to the Contractor for use during the contract period. A property report shall be submitted monthly that summarizes all property additions and deletions (including disposition) for the previous month. The summary of additions and deletions shall indicate whether the property is Government-furnished or Contractor acquired. Written receipts or invoices of all Contractor-acquired property, as well as, warranty information, shall be attached to the monthly property report.

C.12.10 FACILITY SECURITY/CONTROL

43. FRONT GATE CONTROL. The NCTC is a limited access facility with controlled gate openings and closings. The facility is not open to the general public except under special invitation. The front gate will be open from 5:30 AM until 6:30 PM, Monday through Friday and closed at all other times. Admission to the site must be arranged with NCTC Security during all “closed-gate” times. The gate is equipped with a remote release from Security and a telecom link to the NCTC front desk. Upon notification of the front desk that an individual is requesting access, the front desk will notify Security to affect such access. Front desk staff will NOT initiate gate openings to effect access.

44. SECONDARY GATE. A second gate is located behind the Support Services complex and provides secondary emergency/fire access to the site from Terrapin Neck Road. The Contractor will be provided a key for this gate. The gate shall remain locked at all times except in the event of a special need.

45. TREATMENT FACILITY GATE. A third gate provides access to the Water and Wastewater Treatment facilities and boat ramp. The Contractor shall be provided a key for this gate. The gate shall remain locked at all times except as necessary to pass deliveries and Contractor personnel.

C.12.11 OPERATIONS, MAINTENANCE AND SYSTEMS MANUALS

C.12.11.1 OBJECTIVES

The objective of preparing and maintaining the Operations, Maintenance and Systems (O&M) Manuals is to ensure that clear, detailed information on the operations, maintenance and repair of property, equipment and systems is readily available to Contractor and NCTC staff.

C.12.11.2 GENERAL REQUIREMENTS

46. O&M Manuals have been prepared for all major equipment on site. Manuals contain the following information on installed equipment:

13. Equipment operating manual

14. Company performance specifications

15. Equipment schematics

16. Parts list

17. Service manual

18. Warranty information

19. Company recommended service schedule/procedures

20. List of hazardous materials

21. Copies of Manufacturer’s Safety Data Sheets

2. Where such information is not provided, the Contractor shall obtain the information and complete each manual. The Contractor shall complete, maintain and update the O&M manuals to reflect equipment additions and changes throughout the life of the contract. O&M manual updates/inserts will be reviewed by the COR.

C.12.12 FACILITY DOCUMENT LIBRARY

47. The Contractor shall be provided space to house the NCTC construction plans, specifications, as-built drawings, O&M Manuals and submittal files. The Contractor shall be responsible for the archiving, duplication and safe storage of these documents, as well as neatly bound and labeled copies of all operational plans required by the contract.

48. The Contractor shall catalogue and update the as-built drawings to reflect all additions and changes made throughout the life of the contract.

49. The Contractor shall maintain a complete MSDS file of all chemicals, solvents, solutions, liquids, etc. stored by or used by the Contractor at the NCTC. This file shall be made readily accessible to all employees and the COR at all times.

50. The Facility Document Library will be readily accessible to the COR.

C.12.13 FURNITURE/EQUIPMENT/FINISH SCHEDULES

51. The Contractor shall be responsible for maintaining and updating information on the brand, type and color of interior and exterior finishes, furniture, lighting, lamps, and doors. This information may be found in the submittal files and will be maintained in the Facility Document Library and/or computer database.

52. The Contractor shall be responsible for archiving and maintaining information on all schedules, assure its accuracy and update to reflect additions and changes made throughout the life of the contract so that accurate replacement materials, fabrics, paints, ceiling tiles, carpeting, etc. can be readily purchased.

C.12.14 SUBCONTRACTING

53. In accordance with FAR 52.244-2 Subcontracts, the Contractor shall coordinate the need for and obtain approval from the CO prior to subcontracting for services at NCTC.

54. The Contractor shall prepare capital/staffing/budget estimates for alternative subcontractor servicing plans. The approved service plan will be part of the FOP.

55. The Contractor shall maintain an up-to-date list of all subcontractors (including emergency response remediation contractors) working on the contract and provide it to the COR or CO as requested.

C.12.15 OTHER CONTRACTS

56. The Government may award other contracts at the NCTC. These contracts will be awarded independently from this contract under FAR procedures. The COR will notify the Contractor of all pending contract awards that may impact Contractor operations.

57. The Contractor shall work as part of a team, and fully cooperate with all other contractors and Government employees and shall carefully adapt scheduling and performance of work under this contract to accommodate such additional work.

C.12.16 IT HARDWARE/SOFTWARE

58. The Government will provide the Contractor with computer hardware and software. The Government will install software on the NCTC network which is Windows based. Currently, the Metasys Energy Management Control System and Maximo software is in place and being used for Operations and Maintenance functions at NCTC. The Contractor is required to use these systems/software, and contractor staff shall be adequately trained and have a good working knowledge of the systems/software appropriate to their respective jobs.

59. The Contractor shall use Maximo for systematic reporting, tracking, and scheduling requirements. Areas to be covered include: preventive maintenance, transportation scheduling, emergency/service calls, accounting/invoicing, staff utilization, inventory and property management, etc.

60. The Contractor shall use Metasys for the operation of the NCTC’s heating and cooling systems, system management and troubleshooting, and overall energy management at the facility. There are 4 LAN Metasys work stations located on the campus (at Support Services, at Central Plant, at Entry Auditorium, and at the Waste Water Treatment Plant) and 1 laptop that can be connected to various ports throughout the site for access and control of the site’s EMCS. In addition, the Metasys Extended Architecture may be accessed via the World Wide Web for access and control of the site’s EMCS. Contractor shall utilize the Metasys to the greatest extent possible to provide the most efficient operation of the facility in terms of both energy consumption and utility cost.

61. The Contractor shall not install any software on Government computers.

62. The NCTC will be operated as a “paperless” environment where practical. This includes interaction between the Contractors, COR and designated NCTC staff. The Contractor and COR will establish needs for connectivity, access to documents and lines and methods of communication on all reports, invoices and other documentation required under this contract.

63. SCHEDULES/SUBMITTALS. After reviewing the NCTC IT platform, the Contractor shall submit any additional software/hardware requirements, as well as recommendations on how to create a “paperless” environment NLT ninety (90) days after contract award.

C.12.17 TOBACCO CONTROL

The NCTC is a “smoke-free” environment. The Contractor and its employee’s shall not smoke or use tobacco products within any NCTC buildings. Outdoor smoking areas have been established for employees.

C.12.18 SERVICES, SUPPLIES, MATERIALS, EQUIPMENT FURNISHED BY THE CONTRACTOR

64. The Contractor shall make recommendations on the services, supplies, materials and equipment, above and beyond that already available, required to operate the NCTC and to procure or lease in accordance with the requirements set forth in C.2.19 below. Such procurements and lease arrangements will strictly conform to pre-approved budget requirements.

C.12.19 PURCHASING

1. The Contractor shall provide the following items for the performance of this contract:

1. Office supplies for the Contractor’s use only under this contract;

2. Hand tools used in the performance of this contract;

65. Replacement parts less than $1,000.00; and

66. Consumables for maintenance of HVAC, Water Treatment, and other facility systems.

2. The Contractor shall not purchase or provide computer/telecom equipment or software.

3. The Contractor shall maintain an adequate inventory of supplies to complete routine and emergency maintenance in a timely manner. (Reference C14 for payment of repairs exceeding $1,000.00.)

4. The Contractor shall competitively procure supplies, materials, and other products in order to obtain the best value for the Government (the best quality for the lowest price).

67. Subcontracts for construction valued at $2,000 or more is prohibited under this contract. (See FAR 22.4 for definition of construction.)

68. Pursuant to Executive Order 13101 “Greening the Government Through Waste Prevention, Recycling, and Federal Acquisition,” the Contractor shall investigate and purchase “environmentally friendly” products, recyclable materials, and reusable wares whenever possible. In 2010, the NCTC acquired “Green Seal” certification; Contractor shall ensure applicable purchases are Green Seal compliant to the extent possible.

69. The Contractor shall maintain purchasing records for all items purchased under this contract. Purchasing files shall include a statement of need, sources solicited, quotes received and rationale for the vendor selected. The Contractor should refer to and comply with FAR Part 13 - - Simplified Acquisition Procedures, when conducting these purchases. These records shall be available at all times for review by the CO or COR. All materials purchased to replenish inventory or for incorporation into the NCTC property shall be promptly and properly documented in the Maximo database and be considered government property thereafter.

C.12.20 STANDARDS OF CONDUCT AND RESTRICTIONS

The Contractor shall conform to standards of conduct as follows:

70. No Contractor employees shall solicit new business while performing work under this contract.

71. The Contractor and its employees shall refrain from discussing with unauthorized persons any information obtained in the performance of work under this contract.

72. The Contractor and its employees shall conduct only such business as covered by this contract during periods paid by the Government. Business not directly related to this contract shall not be conducted on Government premises.

73. Use of computer systems and other Government facilities (other than the PT building facilities and equipment and walking trails) for company or personal use is strictly prohibited.

74. The Contractor shall not employ any person on this contract who would result in a conflict of interest.

75. Contractor employees will conduct themselves in a professional manner at all times. The use of inappropriate or profane language is prohibited.

C.12.21 VEHICLES

1. The Government will provide vehicles sufficient for the performance of this contract as identified in ATTACHMENT C. The Contractor shall advise the COR of any additional vehicles and/or equipment that he chooses to bring on site for use in prosecuting the contract and register them for parking privileges on the campus.

2. CONTRACTOR-ASSIGNED VEHICLES. Contractor-assigned vehicles operated at the NCTC must comply with motor pool requirements and only be used for official government business. Contractor-assigned vehicles will be kept in a neat and clean appearance at all times, and in compliance with WV State inspection requirements.

3. MOTOR POOL VEHICLES. Contractor is responsible for maintaining all DOI Owned and GSA Leased vehicles

C.12.22 ENERGY AND WATER MANAGEMENT

76. The Contractor shall continuously endeavor to operate the NCTC in a most energy efficient manner. Temperatures in buildings will be continuously monitored and controlled through Metasys to ensure rooms are not over heated or cooled and they are maintained well within the prescribed temperature parameters identified for occupied or unoccupied rooms. Annual energy consumption costs will be tracked and energy/fuel source and type. Energy consumption shall be tracked by month and be made available to the COR as needed or requested.

77. Suggestions on energy savings, including peak shaving, energy consumption measures, power correction factors, equipment modifications, etc. will be proposed to the COR with supporting data, i.e. retrofit costs, potential energy savings, and return on investment.

78. SCHEDULES/SUBMITTALS. The Contractor shall maintain and keep up to date the electronic logs of fuel and water consumption at the NCTC. These logs capture all metering on the campus necessary to identify the amount of fossil fuels, electricity and water consumed by the facility as a whole and by building, as well as the associated costs. Energy consumption 10% or more over previous year shall be justified.

C.12.23 INDOOR AIR QUALITY

79. The Government must be prepared to address indoor air quality (IAQ) issues that may arise during operations. The Contractor shall prepare an IAQ which, at a minimum, shall address: NCTC/Contractor staff reporting measures, response plan, documentation/record keeping requirements, monitoring/sampling for particulates, chemicals and microbiological agents and preventative maintenance techniques.

80. SCHEDULE/SUBMITTALS.

22. Submit the IAQ plan to the COR for review NLT ninety (90) days after contract award. The COR will return comments within thirty (30) days. The Contractor shall coordinate, incorporate COR comments and finalize the plan within fifteen (15) days of receipt of the COR’s comments. The IAQ will be incorporated into the FOP.

23. IAQ issues and actions shall be regularly discussed during QA and facility operations meetings.

24. The Contractor shall take immediate action upon identification of an IAQ issue. For each issue a short report shall be prepared which documents the following: type of complaint, investigative and follow-up monitoring taken, corrective actions taken and preventative measures taken.

C.12.26 KEY CONTROL SYSTEM

C.12.26.1 OBJECTIVE. The objective of the Key Control System is to maintain a high level of security at all NCTC facilities.

C.12.26.2 GENERAL REQUIREMENTS

81. The Contractor shall be provided master keys to all NCTC facilities. The Contractor shall designate a “Key Custodian” who will be solely responsible for managing/maintaining/securing key control for the NCTC. The Contractor shall also be responsible for any required re-keying and ensure keys are not lost, duplicated or used by unauthorized persons. Report any occurrence of lost or compromised key(s) to the COR within 24 hours. In the event master key is lost or compromised by the Contractor’s personnel, the Contractor shall, with approval of the COR, replace all the keys and locks/cores in that system.

82. The use of Government-issued keys by any person other than authorized Contractor employees is prohibited.

83. KEY SCHEDULE. The Contractor will be provided a key schedule summarizing grandmaster, master and specific keying logic for all doors. The Key Custodian shall routinely update the key schedule to reflect all Contractor made changes. The Contractor shall provide the COR a duplicate key for all new keys produced and assure that the COR has an up-to-date set of facility keys at all times. In addition, the Key Custodian will be responsible for issuing new keys (with case by case approval by the COR) and collecting keys when employees are leave employment at the NCTC; these transactions will be recorded in the “Key Assignment” log as they occur.

84. The COR will have access to the updated key schedules at all times through the NCTC’s computer network.

85. The Contractor will be provided key manuals and key logic.

SCHEDULES/SUBMITTALS. The Contractor shall identify the individual who will be designated “Key Custodian” for the NCTC within (30) days after contract award.

C.13 STAFFING REQUIREMENTS

C.13.1 OBJECTIVES

The Contractor shall provide all management, staffing, administration and technical expertise necessary to meet the requirements of this contract and in such a manner as to not impact the operations of the NCTC.

C.13.2 PERSONNEL

C.13.2.1 EMPLOYEES

86. The Contractor shall designate an Operations and Maintenance Manager in writing who has complete authority to act on behalf of the Contractor during the term of this contract.

87. The Contractor shall coordinate the need for and obtain the approval of the CO prior to selection or replacement of all key personnel.

88. Contractor employees shall be United States citizens or an alien who has been lawfully admitted for permanent residence. The Contractor shall routinely complete and Alien Registration Receipt Card Form I-151 for all new employees to ensure compliance with applicable laws and regulations. All contractor employees shall be capable of communicating in English.

89. The Contractor is expected to maintain the staff as identified in their proposal and/or negotiated with, and approved by, the Contracting Officer. In the event an employee leaves the service of the Contractor, the Contractor shall immediately seek a replacement that is equally qualified, unless otherwise negotiated and approved by the Contracting Officer. If the position is vacant for more than one week, a qualified temporary or interim employee may be provided until the vacancy is permanently filled. Failure to maintain an adequate staff may result in loss of award fee and/or termination of the contract.

90. PERSONNEL LIST. The Contractor shall provide a list of all contractor employees and subcontractor s working on this contract, identifying each of their areas of responsibility to the COR at least 48 hours prior to the contract start date. The Contractor shall regularly update the personnel list and furnish a copy to the COR, at a minimum each time an existing employee is discharged from service or a new employee comes on board. All Contractor employees working under this contract are subject to background investigations.

91. EMPLOYEE IDENTIFICATION. The government will issue all Contractor employees an identification badge which shall be worn in a visible location at all times while on NCTC. Procedures for obtaining an employee ID may be obtained from the COR.

92. EMPLOYEE VEHICLES. All Contractor personnel parking or operating privately owned vehicles (POV) on NCTC property must have a current state registration, proof of insurance and a valid driver’s license. POVs being parked on site must be registered with Security and will be provided a Gray Parking sticker that designates the parking lot to which the vehicle is assigned; vehicles are only to park in their assigned lot. NCTC Parking stickers shall be surrendered to Security when the employee changes vehicles (e.g. the purchase or sale of a vehicle) or the employee’s employment is terminated at the NCTC. Vehicles leaking fluids onto the pavement or requiring other repairs to prevent causing damage to government property will be prohibited from parking or being driven on NCTC property.

93. APPEARANCE OF CONTRACTOR PERSONNEL

25. The Contractor and COR will develop a uniform standard for all Contractor employees. Uniforms, logos and colors used will be standardized to fulfill NCTC graphic and identity expectations.

26. The Contractor shall ensure all employees are well groomed and neat in appearance at all times while on duty. Shorts or undershirts shall not be permitted as outer apparel.

27. UNIFORMS. All personnel working in the facility on a day-to-day basis, including on-site supervisors, shall wear an approved uniform such as coveralls, uniform shirt and trousers, or uniform blouse and skirt or slacks. Supervisors shall be easily recognizable, through either distinctive clothing or an easily read badge or monogram. Every employee shall be in uniform prior to entrance on duty.

28. The Contractor shall determine and provide additional personal protective equipment required for the safe performance of work. Protective clothing, equipment, and devices shall, as a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for the products being used. Footwear conforming to ANSI Z41 shall be worn by all service personnel employed by the Contractor during the prosecution of work at the NCTC.

8. The Contractor employees may not use the NCTC bar or lounge.

9. The Contractor employees will be permitted to use only the Commons staff lunch room for the purchase and consumption of food; the Commons main dining room is reserved for use by the students, guests, and government employees.

10. The Contractor shall adhere to all NCTC rules and regulations governing conduct and procedure whether or not stated in this document.

11. The Contractor shall use designated entrances, exits, and parking as established by the COR for personal vehicles as well as maintenance stops and lunch breaks.

12. The Contractor shall keep track of all tool/equipment assignments to each employee.

13. The Contractor shall restrict its employees to only assigned work areas and to scheduled working hours.

14. The Contractor shall not allow any employee to perform work under this contract who is under the influence of alcohol, drugs or any other incapacitating agents.

15. All matters pertaining to the employment, supervision, compensation, promotion, and discharge of such employees are the responsibility of the Contractor, which is in all respects the employer of such employees.

16. The COR may require removal from work on this contract any employee who is identified as a potential threat to the health, safety, security, general well being or operational mission of the facility and its population.

17. EMPLOYEE TERMINATION. The Contractor shall notify the COR immediately upon the terminating one of his employees and shall follow the procedures established by the NCTC for exit processing. A copy of the exit form may be obtained from the COR. ID badges, keys, and any tools issued to the employee shall be collected by the contractor and arrangements made with Security to have the vehicle parking sticker removed; ID badges shall be promptly returned to the COR.

C13.2.2 EMPLOYEE CERTIFICATION

94. LICENSES, PERMITS AND BONDING

All Contractor and subcontractor personnel engaged in the activities specified by this contract shall be required to possess certificates of training, licenses, permits and bonding as required by the State, County or other local jurisdictions and as specified in the contract for each activity they will be directly engaged in or supervise.

95. MECHANICS & SKILLS

1. All personnel engaged in mechanical, electrical, plumbing, sanitary, etc. work must be licensed by the State or local authority in those trades, crafts, or professions when required. The license must be of a grade or other level consistent with the requirements of the work being performed and/or as established by the above jurisdictions.

2. Contractor shall maintain a group of skill sets on staff such that small upgrade and/or maintenance projects may be performed in-house, and/or supplemental, with the contractor workforce. These skill sets include the following: Plumbing, pipe and structural plate welding, carpentry, wood finishing, electrical rough-in, general electrical, HVAC, concrete/masonry, basic automotive servicing. Contractor shall be responsible for ensuring that the individuals performing the skilled trades are appropriately trained and certified and/or licensed as required by federal, state and local jurisdiction. Any necessary training to acquire or maintain the necessary skill sets or certifications/licensing identified above shall be at the contractor’s own cost.

3. The Contractor shall have the required basic knowledge for properly operating and maintaining the Metasys EMCS, Siemens Fire Alarm system, and Maximo software as is responsible for acquiring necessary training for his employees to ensure a seamless, efficient use of the systems. From time to time, the government may provide the Contractor additional training to enhance these skills for the benefit of the NCTC.

96. SCHEDULE/SUBMITTALS

29. The Contractor shall have available a complete listing of all required certificates of training, licenses, permits and bonding required for each employee on the contract available for review by the COR as needed.

2. The Contractor shall ensure that the above listing is current and that all contract employees maintain their respective certificates of training, licenses, permits and bonding in a current status

3. Routinely notify COR of new employees.

97.

C.13.2.3 SUPERVISION

98. The Contractor shall ensure that all work required by this contract is satisfactorily supervised. The FOP’s, staffing, subcontracting and QA plans will detail how the Contractor will fulfill this responsibility. An on-site supervisor(s) shall be available at all times while contract work is in progress to receive notices, reports or requests from the COR.

99. The Contractor shall have in its employ at all times a sufficient number of capable and qualified employees to properly, adequately, safely and economically manage, operate, maintain and account for contract operations. The Contractor will be required to have a full staff on site during weekdays when the NCTC is in operation. Though not typical, the NCTC will on occasion conduct operations over recognized holiday periods, e.g. Columbus Day. The COR will identify these workdays well in advance so the Contractor may plan according for staff coverage.

100. Supervisory employees must be able to read, write and speak English.

101. Supervisory personnel shall ensure that work performed by employees is done in an efficient, cost effective manner by appropriately skilled personnel and completed work exhibits a high degree of quality workmanship.

102. Government employees are not authorized to exercise either direct or indirect supervision over the Contractor’s employees or provide individual direction in the performance of work activities. The Contractor shall immediately notify the CO of any infractions.

C.13.2.4 QUALIFICATIONS OF THE FACILITY OPERATIONS & MAINTENANCE MANAGER

103. The Facility Operations and Maintenance Manager shall have at least a Bachelor of Science degree in Engineering, or other related and relevant field, and possess five (5) years of recent (within the past ten years) responsible experience in the management and supervision of complex commercial and institutional facilities involving facility operations and maintenance of the approximate size and characteristics of the NCTC facility. The Facility Operations and Maintenance Manager must have demonstrated skills and knowledge in the establishment and management of an organization that will operate and repair complex mechanical, electrical, plumbing, and water/wastewater systems. Specific experience in financial reporting, plant operations, preventive maintenance programs, work scheduling, and quality control systems are required.

104. The Contractor shall submit to the CO a detailed resume containing the following information prior to the appointment of the Facility Operations and Maintenance Manager.

1. The full name of the proposed manager.

A detailed description of the previous fifteen (15) years of employment history, including the name(s) and address(s) of the companies and immediate supervisor(s) for whom the manager has worked over the past fifteen (15) years.

Education, training, certification, memberships in professional organizations.

Copies of employee search committee materials, interviews, awards, etc., that may help the CO understand the effort and reasons justifying the employee’s selection.

3. This is a required key position.

C.13.2.5 QUALIFICATIONS OF SUPERVISORY EMPLOYEES

1. All supervisory personnel other than the Facility O&M Manager shall possess at least three (3) years of recent (within the past five years) experience in supervising personnel and demonstrated responsible and successful work experience in their areas of specialty. Experience in resident adult education and/or hospitality facilities is highly desirable. The Contractor shall provide the following information to the CO on any proposed supervisory employees:

30. The full names of the proposed supervisor(s).

31. Detailed description of the previous ten (10) years of employment history for each proposed supervisor, including the name(s) and address(s) of the companies and immediate supervisor(s) for whom the Project Manager has worked over the past five (5) years.

32. Education, training, certifications, memberships in professional organizations.

33. Copies of employee search committee materials, interviews, letters of appreciation, awards, etc, that may help the CO understand the effort and reasons justifying the employee’s selection.

C.13.2.6 QUALIFICATIONS OF STAFF

Licensing requirements of state and/or other authorities, as they apply to the private sector, shall also apply to all personnel engaged in activities covered in this contract. All contract personnel employed in those trades, crafts, or professions which require licensing shall be fully licensed and able to demonstrate independent competence prior to engaging in any contract activities specified herein. The license must be of a grade or other level consistent with the requirement of work being performed and/or established by the state and/or other authority.

C.13.3 CONTACT AFTER NORMAL BUSINESS HOURS

105. The Contractor shall prepare and keep current a…