Attachment_1_-_CE_Support_Contract_PWS_6.16.2017.pdf

PERFORMANCE WORK STATEMENT

CIVIL ENGINEER FACILITY AND EQUIPMENT SUPPORT

TO INTELLIGENCE AND RESEARCH AND

DEVELOPMENT ACTIVITIES

ATTACHMENT 1

FA8601-17-R-0025

WRIGHT-PATTERSON AIR FORCE BASE, OHIO

16 June 2017

TABLE OF CONTENTS

1 Description of Services

2 General Information

2.1 Terms and Definitions

2.2 Scope

2.3 Non-Personal Services

2.4 Billing/Reimbursement

2.5 Manuals/Warranties

2.6 Non-Duty Hours Response

2.7 Other Than Normal Work Hours

3 Performance Requirements

3.1 Materials Procurement

3.1.1 Procurement Process

3.1.2 Material/Service Authorization

3.1.3 Data

3.1.4 Reports

3.1.5 Training

3.1.6 Contractor Procurement

3.2 Equipment Operation

3.2.1 Equipment Operation

3.2.2 Operating Systems Per Design Intent

3.2.3 Operating Systems to Maximize Efficiency

3.2.4 Operational Adjustments

3.3 Preventive Maintenance

3.3.1 Data

3.3.2 Reports

3.3.3 Training

3.3.4 Equipment

3.3.5 Maintenance Instruction Clarifications

3.3.6 Maintenance Tests and Analysis

3.3.7 Identification of Impending Equipment Failure

3.3.8 Subcontracting

3.3.9 Generators

3.3.10 Cooling Towers

3.3.11 Water Analysis and Treatment

3.3.12 Water Treatment Professional

3.3.13 Water Treatment Reports

3.3.14 Chemical Technical Data Sheets

3.3.15 Corrosion Coupons

3.3.16 Open Loop Systems

3.3.17 Closed Loop Systems

3.3.18 Boiler Systems

3.3.19 Lab Equipment Systems

3.3.20 Corrosion Control

3.3.21 Steam Traps

3.4 Equipment Repair and Replacement

3.4.1 Work Requests

3.4.2 Data

3.4.3 Reports

3.4.4 Training

3.4.5 Work Request Classifications

3.4.5.1 Emergency Work Request

3.4.5.2 Urgent Work Request

3.4.5.3 Routine Work Request

3.4.5.4 Work Request Completion

3.4.5.5 Repairs/Replacements Less Than $10000

3.4.5.6 Repairs/Replacements $10000 - $150,000

3.4.5.7 Major Repair/Replacement Greater than $150,000

3.4.5.8 Repair vs. Replacement

3.4.6 Subcontracting

3.5 Equipment Upgrades

3.5.1 Approved Upgrades

3.5.2 Upgrades Less than $10,000

3.5.3 Upgrades $10,000 - $150,000

3.5.4 Major Upgrades Costing $150,000 or Greater

3.5.5 Subcontracting

3.6 Materials / Inventory Management

3.7 Data Entry

3.8 Reporting (CDRL’s)

3.9 Personnel Requirements

3.9.1 Technical

3.9.2 Managerial

3.9.3 Support

4. Management

4.1 Quality of Support/Service

4.1.1 Transition Planning

4.1.2 Kick-Off Meeting

4.1.3 Monthly Status Report

4.2 Management of Personnel

4.2.1 Labor Pooling

4.2.2 Training

4.2.3 Identification

4.2.4 Place of Performance and Duty Hours

4.3 Schedule

4.4 Man Hour Accountability

4.5 Business Relations

4.5.1 Performance Reviews

4.5.2 Management Reviews

4.5.3 Subcontract Management

4.6 Cost Control

4.6.1 Enterprise-wide Contractor Manpower Reporting Application (ECMRA)

5. Quality Assurance

5.1 Quality Control

5.1.1 Quality Control Plan

5.2 Government Inspection

5.2.1 Non-Conformances

5.3 Warranty/Guarantee

5.4 Services Summary (SS)

6. Security Requirements

6.1 Non-Disclosure Agreements

6.2 Access

6.3 Physical Security

6.4 Industrial Control Systems (ICS)

6.5 Trustworthiness Determination

6.6 Visitor Group Security Agreement

6.7 In/Out Processing

6.8 Security Training

6.9 Protection of Information

6.10 Operations Security (OPSEC)

6.11 Reporting Requirements

6.12 Traffic Laws

6.13 Weapons, Firearms and Ammunition

6.14 Pass and Identification Items

6.15 Controlled/Restricted Areas

6.16 Key Control

6.17 Lock Combinations

6.18 Non U.S.Citizen Contractor Employees

7. Government Furnished Property (GFP)

7.1 Protection from Loss

7.2 Supplies and Equipment

8. Environmental, Health and Safety

8.1 Environmental Requirements

8.2 Safety and Health Requirements

8.3 Voluntary Protection Program (VPP)

9. Continuation of Essential Department of Defense (DoD) Contractor Services During Crisis

10. Combating Trafficking in Persons (CTIP)

APPENDICES

A. Contract Data Requirements List

B. Maps and Work Area Layout

C. Base Support Facilities

D. Applicable Publications and Forms

E. Acronyms and Definitions

F. Required Reports

G. Site Specific Spill Plan

H. Information Assurance Requirements

I. Equipment List

J. Position Descriptions and Minimum Qualifications

PERFORMANCE WORK STATEMENT

FOR

CIVIL ENGINEER (CE) FACILITY AND EQUIPMENT SUPPORT

TO

INTELLIGENCE AND RESEARCH AND DEVELOPMENT ACTIVITIES

1. DESCRIPTION OF SERVICES

The contractor shall provide all personnel, tools, supervision, and other items and services to perform civil engineering support of government equipment as defined in this Performance Work Statement (PWS), for multiple customers located at Wright-Patterson Air Force Base (WPAFB), Ohio to include 88 Air Base Wing, 711 Human Performance Wing (HPW), Air Force Institute of Technology (AFIT), Air Force Petroleum lab (AFPET), Air Force Research Labs (AFRL) and the

National Air and Space Intelligence Center (NASIC). Additional organizations on this contract must be first approved by the Base Civil Engineer (BCE) and the Contracting Officer (CO). The contractor shall perform to the standards in this contract. Service categories include procurement of materials and services, recurring preventive maintenance, repair/replacement activities, operation, and approved upgrades to real property mechanical/electrical equipment and specialized laboratory equipment in World-Class facilities. Subcontractor service for specialized work beyond the capability of contractor personnel may be required.

2. General Information

2.1 Terms and Definitions

The following terms and definitions are applicable to this PWS.

CE Service Contracts Office. The Base Civil Engineering office responsible for managing the task order is the CE Service Contracts office at Wright Patterson AFB, OH.

CE Program Manager (CE PM). The PM provides primary program oversight and management of the task order.

Additionally, the CE PM will also review contractor’s performance at periodic points in time.

Contracting Officer (CO). Individual designated by the AF to direct and/or redirect the efforts of the Contractor or modify any of the items of this contract. The CO is located at Bldg. 1, Wright Patterson AFB, OH.

Contracting Officer Representative (COR). COR’s are government representatives appointed by the CO and are responsible for monitoring, evaluating and reporting Contractor performance on this task order. The COR will interface with the CO, the Customer, and the Contractor.

Contractor’s On-Site Lead Technicians. The Contractor’s Lead Technicians will serve as the focal point to work with the assigned COR. This individual typically has a detailed knowledge of daily activities associated with the PWS and task order and is responsible for day-to-day communication with the COR.

Contractor’s Program Manager. The Contractor’s Program Manager serves as the focal point between the CO, the CE PM, and their company’s management regarding all issues and discrepancies. The Contractor’s Program Manager ensures full compliance with the terms and conditions of the contract and has primary responsibility for performance.

LabPM. LabPM is a government developed web-based data management application for tracking preventive maintenance on both real property and users equipment. The contractor will use this application during this contract. The application is not accessible from off-base.

LabProcure. LabProcure is a government developed web-based data management application for approval and tracking of all material purchases. The contractor will use this application during this contract. The application is not accessible from off-base.

LabWR. LabWR is a government developed web-based data management application for tracking work requests on both real property and users equipment. The contractor will use this application during this contract. The application is not accessible from off-base.

2.2 Scope. The scope of this task order supports the USAF and each customer’s unique mission. This contract provides

WPAFB organizations with a broad range of technical capabilities to execute effective and responsive operation, preventive maintenance, repair/replacement and upgrades to customer equipment and systems as defined by the equipment list. The extent of the contractors responsibility includes individual equipment items as well as the system. A condenser water piping system for example would include piping from the cooling tower to the chiller, even if the piping is exterior underground. Utility service to the facility is the Base Civil Engineers responsibility. Once the utility is inside the facility, the contractor assumes responsibility at the first valve or shutoff inside the facility or the last valve or shutoff as it exits the facility. The contractor shall be responsible for steam and condensate piping systems and pressure regulating stations including the point where high pressure steam is converted to low pressure steam as it enters the facility.

2.3 Non-Personal Services. The government will neither supervise nor direct Contractor personnel. Under no circumstances shall the government assign tasks to or prepare work schedules for individual Contractor employees. The Contractor shall manage its employees and guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute or are perceived to constitute personal services, or are outside the scope of this task order, the Contractor shall notify the CO immediately.

2.4 Billing/Reimbursement. The contractor shall only bill the government for approved materials purchased once the materials have been received and/or service rendered. The contractor shall submit invoices/cost vouchers, as applicable, on a monthly basis and processed in Wide Area Work Flow (WAWF), as detailed within the Payment Instructions attached to this task order. Any variations from the monthly requirement must be approved, in writing, by the CO. Each “lab” may have individual funding lines. The contractor shall submit for reimbursement any labor, material, or services to the corresponding funding line of each lab.

2.5 Manuals/Warranties. Prior to purchasing any new equipment item exceeding $5,000.00 or as requested by the CO, the contractor shall submit for approval to the CO, the manufacturer’s current technical data (e.g., catalog cuts or brochures). All submittals shall be submitted to the CO for approval. All Operation & Maintenance (O&M) Manuals, wiring diagrams and warranty information shall be submitted to the CO for approval. A properly documented AF Form 3000 shall accompany all submittals. The submittal packages shall be submitted electronically to the SharePoint site for approval.

An associated email shall be sent to the Civil Engineering Primary COR (CEPCOR) and each CE COR for notification purposes. One hard copy of O&M Manuals, wiring diagrams and warranty information shall also be submitted. The contractor shall maintain and make available to the government as requested a record of all submittals, reference

Appendix C, CDRL A001 – Manuals & Warranties)

2.6 Non-Duty Hours Response. The contractor shall receive non-duty hour calls through the CE Service Call Desk or applicable COR. The contractor shall respond to the site within two (2) hours of government notification to the contractor in order to fix the problem or mitigate the circumstances until the problem can be fully resolved.

2.7 Other than Normal Work Hours. The contractor is required to work other than normal work hours in the following scenarios: response to any emergency and urgent work requests, performing preventive maintenance on mission essential equipment, or performing repair or replacement of mission essential equipment. A piece of equipment is designated mission essential when that equipment cannot be turned off for maintenance, repair, or replacement due to the customer's on-going mission requirements, as determined by the lab COR. For such equipment, the contractor and government shall work together to facilitate a maintenance and repair schedule. Preventive maintenance and repair or replacement actions are to be coordinated with the lab COR for the purposes of scheduling and access. After hours work requires prior approval of the COR and the cost shall be charged as overtime hours. Scheduled after hours work may include weekends, Federal holidays, and second shift (1600-0045 hours); emergency and urgent after hours work is subject to 24/7/365 activation.

2.8 Goal. The goal is to minimize disruption to the mission at each facility serviced under this contract by providing quality preventive maintenance, equipment operation and repair/replacement services in a timely manner.

3.0 Performance Requirements

3.1 Materials Procurement

3.1.1. Procurement Process. The contractor shall procure all materials and other services required to perform all preventive maintenance (PM), repair, replacement, or upgrade efforts defined in scope of work. These materials include filters (air, water, & oil), pre-filters, belts, oils, grease, softener salt, carbon tanks and ion exchange resin tanks for water treatment systems, etc. All filters must comply with the equipment manufacturer’s recommended minimum efficiency reporting value (MERV), typically 8. The procurement process entails two significant processes: material/service authorization and billing/reimbursement. Materials purchases shall be made in a manner that supports the timely accomplishment of work requests.

3.1.2 Material/Service Authorization. When procuring materials or services, the contractor shall utilize the government web base application LabProcure as the primary authorization process. The contractor shall be responsible for entering and maintaining/updating all data fields defined for their input and ensure 100% accuracy of all their assigned data. The contractor shall utilize LabProcure and input their data real time (daily).

LabProcure shall be the primary application for all procurement. The government will utilize LabProcure to monitor contractor’s procurement status. Upon approval to purchase material, the contractor shall expedite all purchases and have a legal binding purchase agreement with the supplier/vendor within 3 working days. The contractor shall update LabProcure real-time with current status and update status changes. Refer to paragraph

8.1 for all hazardous material purchases.

3.1.3 Data. The government will be responsible for all application development and data storage/backup. The contractor shall have read/write privileges for entering their pertinent data. LabProcure is hosted on the government NIPRNet, therefore access to NIPRNet is required to utilize.

3.1.4 Reports. The government has developed reports within the application. The reports are generated based on day/time, therefore it is imperative the contractor inputs/edits accurate data in real time to ensure accurate reports. The government will work with the contractor on minor modifications to the reports, or to generate additional reports deemed beneficial to the government.

3.1.5 Training. The government will provide class room and written training to the contractor for the use of

LabProcure. Only key contractor personnel designated to use LabProcure shall be trained. Any additional training shall be the responsibility of the contractor.

3.1.6 Contractor Procurement. The contractor shall procure material and services required to support approved work orders. The contractor must have a single purchase capability of $100,000.00 as a minimum.

3.1.6.1 Procurement = $0 - $3.5K. Procurements up to $3,500 are considered micro-purchases and competitive quotes shall not be required for purchases of less than $3,500 as long as the price is determined to be fair and reasonable by the COR. Contractor shall submit justification for fair and reasonable pricing if requested. An approved work request does not constitute authorized approval for ordering parts, materials, consumables, subcontracted services, equipment, etc.

3.1.6.2 Procurement = $3.5K - $25K. Procurements greater than $3,500 and less than or equal to $25,000 are considered non micro-purchases and shall have a minimum of three (3) quotes for the procurement. All quotes and supporting information shall be entered into LabProcure. If three (3) quotes cannot be obtained, evidence of the reasonableness of the price shall be documented and submitted to the COR via LabProcure. In the case of a "no quote" source, the contractor shall provide the name of manufacturer’s representative, company name; date contacted, and telephone number. Unit purchases in excess of $3,500 must be approved by the CO prior to purchase via the LabProcure application. Sole source, single source, and brand name purchases require a letter of justification from the contractor, approved by the CO via LabProcure workflow. Specific item requests require a letter of justification from the user, approved by the CO.

3.1.6.3 Procurement = $25K or greater. Procurements greater than $25,000 are considered major purchases and shall have a minimum of three (3) quotes for the procurement and additional approval from the CO via the LabProcure application. All quotes and supporting information shall be entered into LabProcure. If three (3) quotes cannot be obtained, evidence of the reasonableness of the price shall be documented and submitted to the COR via LabProcure. In the case of a "no quote" source, the contractor shall provide the name of manufacturer’s representative, company name; date contacted, and telephone number. Sole source, single source, and brand name purchases require a letter of justification from the contractor, approved by the CO. Specific item requests require a letter of justification from the user, approved by the CO.

3.2 EQUIPMENT OPERATION

3.2.1 Equipment Operation. The contractor shall provide appropriately skilled labor to perform equipment operation.

The contractor shall be intimately familiar with all equipment covered under this contract, so that proper day-to-day operations of equipment can be exercised (note: this section is in reference to facility equipment, and not government furnished equipment which may be provided to perform the duties of this contract). Individual pieces of equipment in a complex HVAC system do not operate independently of one another (proper chilled water plant operation is essential to allow for proper air handling unit operation), and the contractor shall provide sufficient technical expertise (as described in Appendices K and L) in complex mechanical and electrical systems covered under this contract to understand how individual equipment pieces interface with an overall system. Operations is defined as appropriately manipulating equipment to provide the mission-required environments or services in a safe, cost effective manner which maximizes the lifecycle of equipment. Examples of operations include (but are not limited to) opening or closing valves, starting or shutting down equipment (ranging in complexity from a single circuit breaker in a panelboard, to a multicomponent chiller plant), daily monitoring of critical equipment for proper function, adjusting pneumatic or DDC controls points, or adjusting equipment parameters to improve operation. The contractor is responsible for any operational or safety related training in order to know how to properly operate all equipment covered by this contract.

3.2.2 OPERATING SYSTEMS PER DESIGN INTENT. All equipment under this contract shall be operated per the as-designed parameters, in accordance with as-built construction drawings and manufacturer’s operating instructions. This information shall be provided by the government to the contractor. There are innumerable examples of system operation per design intent; below are three examples which communicate the overall desire of proper equipment operation.

Equipment furnished with a Hand-Off-Auto (HOA) switches shall not be operated in ‘Hand’ over a prolonged duration. The equipment was designed to operate in ‘Auto’, and operational adjustments or repair work shall be performed as required to restore equipment to proper operation in ‘Auto’.

Air handling units shall be operated to produce as-designed air conditions to the building (as-designed discharge air temperature(s), at the correct airflow rate and static pressure). This means proper fluid conditions (steam, hot water, chilled water, etc.) entering and exiting the coils of the air handling unit must be maintained. If any of these parameters are out of as-designed operating ranges, operational adjustments or repair activities shall be initiated to restore proper operation.

Chilled water plants shall be operated to produce chilled water at the as-designed temperature, with correct flow rate and pressure to facility systems. Cooling towers shall control condenser water temperatures per as-designed sequence of operation, and shall not overflow or be starved for water. Operational adjustments or repair activities to the various components of a chiller plant shall be made to ensure proper system control in the automated control sequence.

Deviations from the as-designed parameters shall be approved by the Lab COR or CE COR, as appropriate to the organization.

3.2.3 OPERATING SYSTEMS TO MAXIMIZE EFFICIENCY. All equipment under this contract shall be operated in the most energy efficient manner, under control of building automation systems (where applicable), and shall be operated with care to ensure equipment lifecycle is maximized. Operational knowledge of systems from the contractor is imperative. The following examples represent two common inefficient operating conditions which communicate the type of inefficiencies which the contractor shall identify and handle appropriately:

Contractor shall operate equipment to eliminate short cycling of heating and air conditioning (condensing unit) equipment, and if operational adjustments cannot eliminate short cycling problems, then a work request shall be generated.

Activating more pumps in a system typically does not solve issues of insufficient pressure in remote areas of a building. This merely wastes energy and increase flow rate, which leads to increased erosion and a chain reaction of systemic problems. Instead, design deficiencies shall be noted to the Lab COR so appropriate repair projects can be initiated.

3.2.4 Operational Adjustments. Many operations tasks are inherent within preventive maintenance, repair, or replacement activities. Operations work is not to take the place of preventive maintenance or repair tasks, but rather shall be performed as needed to ensure smooth, continuous operation of critical facilities systems. Upon discovery that a piece of equipment is not working properly, the contractor shall first attempt to make operational adjustments to restore proper function. Appropriate operational adjustments are at the discretion of the contractor, in an attempt to restore system performance to as-designed operating parameters. If these adjustments do not restore proper function, a work order to repair the system shall be generated.

3.3 Preventive Maintenance. The contractor shall provide appropriately skilled labor to perform all preventive maintenance as prescribed by the web based government preventive maintenance (PM) application LabPM. The application will provide monthly PM work requests. The contractor shall provide labor to procure all supporting material and services necessary to perform preventive maintenance. All scheduled PM shall be completed within the week/month it is scheduled. The contractor shall be responsible for entering and maintaining/updating all data fields defined for their input and ensure 100% accuracy of all their assigned data. The contractor shall utilize LabPM and input their data real time (daily). LabPM shall be the primary application for preventive maintenance scheduling and tasking. The government may change maintenance instructions as needed. The government will utilize LabPM to monitor contractor’s performance, and when necessary, authorize any deviations to the preventive maintenance execution or schedule.

3.3.1 Data. The government will be responsible for all application development and data storage/backup. The contractor shall have read/write privileges for entering their pertinent data. LabPM is hosted on the government

NIPRNet, therefore access to NIPRNet is required to utilize LabPM. LabPM utilizes the latest RS Means maintenance data as well as USAF developed PMTL’s to assign PM tasks and frequencies to equipment.

3.3.2 Reports. The government has developed reports within the application. The reports are generated based on day/time, therefore it is imperative the contractor inputs/edits data real time to ensure accurate reports. The government will work with the contractor on minor modifications to the reports, or to generate additional reports deemed beneficial to the government.

3.3.3 Training. The government will provide class room and written training to the contractor for the use of LabPM.

Only key contractor personnel designated to use LabPM shall be trained. Any additional training shall be the responsibility of the contractor.

3.3.4 Equipment. The equipment list (database) shall be established by the government and fully maintained by the government. The equipment list contains all real property and laboratory equipment requiring preventive maintenance or repair/replacement service. LabPM also contains maintenance instructions for all varieties of equipment covered under this contract. LabPM utilizes the equipment list database, with maintenance instructions, to generate current month preventive maintenance work orders/tickets, and also forecasts preventive maintenance work orders/tickets for pre-purchasing preventive maintenance expendables/material. The contractor shall, in writing/electronically, inform the government of any equipment that:

Currently on list and no longer exists

Currently on list and no longer requires PM or repair/replacement

Currently not on list but may require PM or repair/replacement

Equipment data requires modifying

The contractor shall inform the government of the potential equipment list modification prior to the end of the next working day that the equipment status modification was identified.

3.3.5 Maintenance Instruction Clarifications. On equipment with multiple banks of filters, replace the pre-filters per the maintenance instructions. Secondary filter bank (bag, HEPA, etc.) replacement shall be coordinated with the lab COR for a government decision on replacement. When maintenance instructions state “replace as necessary”, the contractor shall coordinate with the lab COR for a government decision on replacement. When maintenance instructions state “clean as necessary”, the contractor shall coordinate with the lab COR for a government decision on cleaning.

3.3.6 Maintenance Tests and Analysis. The contractor shall upload the results of all tests and analysis required by the maintenance instructions to the LabPM application in the corresponding preventive maintenance task.

3.3.7 Identification of Impending Equipment Failure. During preventive maintenance inspections and actions, contractor personnel may encounter systems requiring repair/replacement. The contractor shall identify such conditions to the lab COR and the assigned CE COR via written notification/electronically prior to the end of the next working day.

3.3.8 Subcontracting. In the event preventive maintenance is beyond the expected technical expertise or involves proprietary knowledge, the contractor shall be permitted to subcontract preventive maintenance to a knowledgeable source. All subcontracting services shall be approved by the government and follow procurement strategies per this document. Some examples of activities historically subcontracted are: preventive maintenance for uninterruptible power supply (UPS), generators, crane/hoist PM, and water treatment services.

3.3.9 Generators. In addition to the maintenance instructions, the contractor shall maintain and service generators shown on the equipment list in compliance with Engineering Technical Letter (ETL) 13-4 (Change 1), “Standby

Generator Design, Maintenance, and Testing Criteria, Air Force Instruction (AFI) 32-1062, “Electrical Power

Plants and Generators” and AFI 32-1063, “Electrical Power Systems”. The contractor shall complete AF Form

487, “Emergency Generator Operating Log” each time the generator is operated. The contractor shall complete

AF Form 719; “Historical Record –Diesel-Electric Generator & System” each time the generator is inspected or receives service. The contractor shall upload all maintenance forms into the LabPM application under the corresponding equipment/action within two business days.

3.3.10 Cooling Towers. In addition to the maintenance instructions, cooling towers shall be subject to the following criteria: The contractor shall deactivate (drain, clean, isolate, and winterize) cooling towers that do not operate continuously at the end of the cooling season. The contractor shall report all damage to the CEPCOR/Lab COR, within one business day of observation. For cooling towers that run continuously, cleaning and maintenance shall be coordinated with the using organization COR. The contractor shall activate and operate the cooling towers commensurate with seasonal load conditions or as required by the mission of each Lab. Ensure the USAF PMTL

“Cooling Tower/Legionella” is followed.

3.3.11 Water Analysis and Treatment. Contractor shall furnish all labor, parts, materials, consumables, chemicals, equipment, subcontractors, devices, appliances, etc. to treat open loop (condenser water and cooling tower) systems and closed loop (hot, chilled, and glycol water) systems, boiler (fire tube, water tube, or condensing hot water) systems, special lab equipment systems, and perform water analysis for open loop, closed loop, and boiler systems on this contract. Valid open loop, closed loop, and boiler systems to receive water analysis and treatment shall be included on government furnished equipment list. All water treatment and analysis activities performed on this contract shall be in accordance with UFC 3-240-13FN, Industrial Water Treatment Operation and Maintenance.

3.3.12 Water Treatment Professional. Water treatment for open and closed loop systems shall be performed by an industrial water treatment professional. Minimum qualifications for water treatment professional are either a chemical engineer with minimum of five years’ experience in industrial water treatment, or a Corrosion Specialist certified by National Association of Corrosion Engineers (NACE). Strategy for water treatment shall be based on unique system configuration on a case-by-case basis. The contractor shall inspect all existing water treatment systems and shall propose water treatment strategy in a report for each system identified in the government furnished equipment list to CEP COR and Lab COR within one month of contract start date. Water treatment strategy for each system shall utilize existing water treatment equipment to the maximum extent possible (with recommendations for projects to provide new equipment where needed). Chemical treatment shall be administered based on actual requirements of the system to be treated. Reference Appendix C, CDRL A007 – Water Treatment Strategy Report.

3.3.13 Water Treatment Reports. The contractor shall maintain records detailing all chemical analyses performed, personnel performing tests, and the date and time performed for all open and closed water loops. The contractor shall provide reports for these systems IAW CDRL A009 – Water Treatment Monthly Report.

3.3.14 Chemical Technical Data Sheets. The contractor shall ensure chemical suppliers submit to the contractor technical data sheets and description of the chemicals proposed. The government may request these technical data sheets as necessary, contractor shall provide within one business day. The contractor shall obtain, track, maintain and update, as changes occur, all Safety Data Sheets (SDS). The contractor shall coordinate with the Hazmart Manager at each organization when purchasing/storing these chemicals, see paragraph 8.1.

3.3.15 Corrosion Coupons. C o n t r a c t o r s h a l l p rovide corrosion coupons for system analysis in open and closed loop systems. Corrosion coupons shall be installed, tested, and evaluated in accordance with ASTM Standard No. D2688-05, “Standard Test Methods for Corrosivity of Water in the Absence of Heat Transfer (Weight Loss Methods).” Contractor shall provide report IAW Appendix C, CDRL A009 – Monthly Water Treatment Report.

3.3.16 Open Loop Systems. As part of the preventive maintenance program, the contractor shall provide water treatment services and analysis to open loop (condenser water and cooling tower) systems. The contractor shall ensure the condenser water systems and condenser water treatment system operate fully, and shall maintain in accordance with manufacturer’s specifications all chemical controllers, water meters, bleed valves, chemical feed pumps, strainers, test coupons, test racks, pH meters, flow switches, and flow regulators. The contractor shall inspect all existing equipment for proper operation within one (1) month of contract start date, and report any deficiencies to the CEPCOR/Lab COR IAW Appendix C, CDRL A008 Water Treatment Inspection Report. Water treatment strategies will vary depending on the source of makeup water, piping material, heat exchange surface material, and other system-specific conditions. Some condenser water systems utilize blended softened makeup water, others utilize acid treatment of makeup water, and still others use raw makeup water. Water treatment for open loop systems shall inhibit corrosion of the cooling tower and condenser water piping system, prohibit scale and biological growth at the tower, and control biological content of condenser water. Open loop systems shall utilize automatic control of bleed and chemical feed systems. Test and report open loop systems on a monthly basis IAW Appendix C, CDRL A009 – Monthly Water Treatment Report. Tests and reports shall include, at a minimum: pH, conductivity, hardness (total), hardness (calcium), alkalinity M, TDS, LSI, average makeup (gallons per day) and any system problems identified.

3.3.17 Closed Loop Systems. As part of the preventive maintenance program, the contractor shall provide water treatment services and analysis to closed loop (chilled water, hot water, and glycol) systems. The contractor shall ensure the closed loop water treatment systems operate fully, and shall maintain in accordance with manufacturer’s specifications all chemical controllers, water meters, filter feeders, shot feeders, chemical feed pumps, strainers, test coupons, test racks, pH meters, flow switches, and flow regulators. The contractor shall inspect all existing equipment for proper operation within one (1) month of contract start date, and report and deficiencies to the CEPCOR/Lab COR IAW Appendix C, CDRL A008 Water Treatment Inspection Report. Water treatment strategies for closed loop systems will vary depending on piping material, heat exchange surface material, and other system-specific conditions. Water treatment for closed loop systems shall inhibit corrosion of piping and heat exchange surfaces, prohibit biological growth in the water system, and provide adequate freeze protection (for glycol systems). Chemical feed systems for closed loops systems shall typically be manual (exception being glycol systems, which shall have automatic control).Test and report closed loop systems on a monthly basis IAW Appendix C, CDRL A009 – Monthly Water Treatment Report. Tests and reports shall include, at a minimum: pH, conductivity, nitrite, iron, copper, glycol composition (if applicable) and any system problems identified.

3.3.18 Boiler Systems. As part of the preventive maintenance program, the contractor shall provide water treatment services and analysis to boiler (fire tube, water tube, or condensing, boilers producing hot water) systems. The contractor shall ensure the boiler water treatment systems operate fully, and shall maintain in accordance with manufacturer’s specifications all chemical controllers, water meters, filter feeders, shot feeders, chemical feed pumps, strainers, test coupons, test racks, pH meters, flow switches, flow regulators, water softeners, air elimination devices, and RO systems. The contractor shall inspect all existing equipment for proper operation within one (1) month of contract start date, and report and deficiencies to the CEPCOR/Lab COR IAW Appendix C, CDRL A008 Water Treatment Inspection Report. Water treatment strategies for boiler systems will vary depending on piping material, heat exchange surface material, and other system-specific conditions. Water treatment for boiler systems shall inhibit corrosion of piping and heat exchange surfaces, prohibit biological growth in the water system, and eliminate oxygen or other gaseous contaminants. Test and report boiler systems on a monthly basis IAW Appendix C, CDRL A009 – Monthly Water Treatment Report. Tests and reports shall include, at a minimum: pH, conductivity, nitrite, iron, copper and any system problems identified.

3.3.19 Lab Equipment Systems. As part of the preventive maintenance program, the contractor shall provide water treatment services and analysis to lab equipment systems as identified per the government equipment list. Lab equipment systems vary widely in composition, configuration, and complexity. Examples of lab equipment systems to receive water treatment include (but are not limited to): process condenser water (open loop), reverse osmosis water, deionized water, process chilled water, or process steam systems. The Lab or CE COR will work with the contractor to define valid system components to be maintained on contract, water treatment strategy, and water treatment reporting parameters. The contractor shall inspect all existing water treatment equipment for proper operation within one (1) month of contract start date, and report deficiencies to the CEPCOR/Lab COR IAW Appendix C, CDRL A008 Water Treatment Inspection Report.

3.3.20 Corrosion Control. As part of the preventive maintenance program, the contractor shall control corrosion, to include: application of protective coatings, galvanic corrosion resulting from dissimilar metals, consideration of corrosion problems when purchasing and installing replacement equipment and materials and making recommendations for system modification to reduce corrosion problems and maintenance costs, IAW AFI 32- 1054.

3.3.21 Steam Traps. The maintenance instructions require servicing steam traps. The contractor shall also update a steam trap database at the end of each calendar year. The updating shall require the contractor to annotate all traps checked and specify any repairs or replacements. The trap database shall be on a website provided by the government and include a log of existing steam traps. The database includes approximately 1,200 traps and may increase or decrease in quantity throughout the life of the contract in relation to equipment list changes.

Reference Appendix C, CDRL A006 – Steam Trap Survey.

3.4 Equipment Repair and replacement. The contractor shall provide appropriate skilled labor to perform all equipment repair or replacement. The contractor shall also provide labor to procure all supporting material and services necessary to perform for mentioned repair or replacement. The requirement for equipment repair/replacement may be identified by the government or the contractor. When the contractor identifies the need for a repair, the contractor shall notify the applicable CORs prior to the end of the next working day of identifying the repair need.

3.4.1 Work Requests. Approved government or contractor personnel may initiate a work request (WR) in response to the repair/replacement identification. The work request shall be initiated via the web based government work request application LabWR. LabWR provides workflow for approvals and status of each WR. The contractor shall be responsible for entering and maintaining/updating all data fields defined for their input and ensure 100% accuracy of all their assigned data. The contractor shall utilize LabWR and input their data real time (daily).

LabWR shall be the primary application for work request approval, scheduling, tasking and tracking. The government will utilize LabWR to monitor contractor’s performance, and when necessary, authorize any deviations to the work request execution or schedule.

3.4.2 Data. The government will be responsible for all application development and data storage/backup. The contractor shall have read/write privileges for entering their pertinent data. LabWR is hosted on the government

NIPRNet, therefore access to NIPRNet is required to utilize LabWR. See Appendix “I” for Information Assurance requirements.

3.4.3 Reports. The government has developed reports within the application. The reports are generated based on day/time, therefore it is imperative the contractor inputs/edits data real time to ensure accurate reports. The government will work with the contractor on minor modifications to the reports, or to generate additional reports deemed beneficial to the government.

3.4.4 Training. The government will provide class room and written training to the contractor for the use of LabWR.

Only key contractor personnel designated to use LabWR shall be trained. Any additional training shall be the responsibility of the contractor.

3.4.5 Work Request Classifications

3.4.5.1 Emergency Work Request. A work request is an emergency when a piece of equipment or system, deemed essential to the user’s mission, needs service due to failure or poses a danger to life/limb/property. The contractor shall respond to the site within two (2) hours of Government notification to the contractor in order to fix the problem or mitigate the circumstances till the problem can be fully resolved.

3.4.5.2 Urgent Work Request. A work request is urgent when a piece of equipment or system, deemed as critical to the user’s mission, needs service due to failure. The contractor shall respond to the site within twenty-four (24) hours of Government notification to the contractor in order to fix the problem or mitigate the circumstances till the problem can be fully resolved.

3.4.5.3 Routine Work Request. A work request is routine when a piece of equipment or system, deemed non-critical to the user’s mission, needs service due to failure. The contractor shall respond to routine work requests within three

(3) workdays of Government notification to the contractor in order to fix the problem or mitigate the circumstances till the problem can be fully resolved.

3.4.5.4 Work Request Classification Completions. Work requests shall be completed per below table (units are in calendar days). Additional calendar days are given for those work requests greater than $10K or 80 hours per the table below. Government approval must be obtained for work authorizations taking additional time. Typical reasons additional time would be approved are; (1) material delivery (2) access to the equipment was delayed due to user’s schedule, (3) the work is extensive and to be accomplished on an on-going basis as determined by the government.

Type of Work

Request

$0 < cost < $10K and 0 < hours < 80

$10K< cost < $150K or 80 < hours

Emergency 1 2

Urgent 5 7

Routine 30 30

3.4.5.5 Repairs/Replacements Costing Less Than $10,000 in Materials and/or 80 Labor Hours or Less. The contractor shall respond to the work request and make the required repairs/replacements and submit an itemized bill through normal invoicing process. Labor shall be charged to the government purchased labor hours. Parts, materials, equipment rentals, subcontractors, etc. shall be billed through normal invoicing process per para 2.4.

During repair/replacement work, if contractor anticipates an upward deviation of material costs to $10,000 or greater, or estimated labor hours greater than 80 hours the contractor must seek additional approval from the COR for continuance of work.

3.4.5.6 Repairs/Replacements Costing $10,000 or Greater in Materials and/or 80 Labor Hours, but Less Than

$150,000. The contractor shall respond to the work request and then prepare an estimate to complete the work.

The estimate shall include a breakout of labor hours by trade, materials parts and associated costs, equipment rental costs, subcontractor costs etc. The estimate shall be submitted via the LabWR application for approval prior to commencing work. The government will review and approve or disapprove the bid labor hours. All parts, materials, consumable, subcontractor costs etc. will be reviewed and approved or disapproved in accordance with the defined purchasing process. Upon approval of both labor and material costs, the contractor shall commence repair/replacement. During repair/replacement work, if contractor anticipates an upward deviation of estimated labor hours greater than 10% of authorized hours, or the work equaling $150,000 or greater, the contractor must seek additional approval from the government for continuance of work.

3.4.5.7 Major Repairs/Replacements Costing $150,000 or Greater. Major Repair/Replacement requirements, costing

$150,000 or greater, shall be fixed price tasks with fixed performance periods. The contractor shall respond to the work request and prepare a proposal for these requirements. The proposal shall be submitted into the LabWR application for the Contracting Officer review.

3.4.5.8 Repair vs. Replacement. Repair costs exceeding seventy-five (75%) percent of the replacement cost of the individual equipment item or repairs that the contractor determines are uneconomical shall be referred to the COR for determination of what action is to be taken. Repair includes restoration of equipment or components to a condition that the equipment may be used effectively for its designated purpose. Restoration includes overhaul, replacement, reprocessing, or repair of constituent parts or materials that have deteriorated by the action of the elements or wear and tear and which cannot be corrected through maintenance.

The government may choose to replace equipment when repairs cost less than seventy-five (75%) percent of the repair cost. Under such circumstances, the CO will request the contractor to replace the equipment in lieu of making repairs.

3.4.6 Subcontracting. In the event the repair/replacement is beyond the expected technical expertise or involves proprietary knowledge, the contractor shall be permitted to subcontract to a knowledgeable source. All subcontracting services shall be approved by the government and follow procurement strategies per this document. Some examples of repair activities historically subcontracted are: chiller eddy current testing, lifting where cranes are required, lead base paint and/or asbestos abatement, structural steel fabrication, crane/hoist repair, machine shop services, and heavy equipment rental/operation.

3.5 Equipment Upgrades

3.5.1 Approved upgrades. The contract shall provide labor to perform all necessary or recommended equipment upgrades. The contractor shall also provide labor to procure all supporting material and services necessary to perform for mentioned recommended equipment upgrades. The requirement for equipment upgrades may be identified by the government or the contractor. When the contractor identifies the need for an upgrade, the contractor shall notify the applicable lab COR prior to the end of the next working day of identifying the upgrade requirement.

3.5.2 Upgrades Costing Less Than $10,000 in Materials and/or 80 Labor Hours. The contractor shall respond to the upgrade work request and make the required upgrades and submit an itemized bill through normal invoicing process. Labor shall be charged to the government purchased labor hours. Parts, materials, equipment rentals, subcontractors, etc. shall be billed through normal invoicing process. During upgrade work, if contractor anticipates an upward deviation of material costs to $10,000 or greater, or estimated labor hours greater than 80 hours the contractor must seek additional approval from the COR for continuance of work.

3.5.3 Upgrades Costing $10,000 or Greater in Materials and/or 80 Labor Hours, but Less Than $150,000. The contractor shall respond to the upgrade work request and then prepare an estimate to complete the work. The estimate shall include a breakout of labor hours by trade, materials parts and associated costs, equipment rental costs, subcontractor costs etc. The estimate shall be submitted via the LabWR application for approval prior to commencing work. The government will review and approve or disapprove the bid labor hours. All parts, materials, consumable, subcontractor costs etc. will be reviewed and approved or disapproved in accordance with the defined purchasing process. Upon approval of both labor and material costs, the contractor shall commence the upgrade. During the upgrade work, if contractor anticipates an upward deviation of estimated labor hours greater than 10% of authorized hours, or the work equaling $150,000 or greater, the contractor must seek additional approval from the government for continuance of work.

3.5.4 Major Upgrades Costing $150,000 or Greater. Major upgrades costing $150,000 or greater, shall be fixed price tasks with fixed performance periods. The contractor shall respond to the upgrade work request and prepare a proposal for these requirements. The proposal shall be submitted into the LabWR application for the Contracting

Officer review.

3.5.5 Subcontracting. In the event the equipment upgrade is beyond the expected technical expertise or involves proprietary knowledge, the contractor shall be permitted to subcontract equipment upgrades to a knowledgeable source. All subcontracting services shall be approved by the government and follow procurement strategies per this document.