Facility Services SOW 6Apr.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

OFFICE OF THE INSPECTOR GENERAL

STATEMENT OF WORK (SOW)

FOR

FACILITY MANAGEMENT SERVICES

1.0 GENERAL

The purpose of this contract is to procure holistic and integrated complete facilities management program to protect and preserve the real property assets of the Department of Homeland Security (DHS), Office of Inspector General (OIG) headquarters located in Washington, DC.

1.1 BACKGROUND

• DHS OIG (currently) occupies four floors at Patriots Plaza 1 (PP1) under a lease agreement between DHS OIG and the General Services Agency (GSA).

• This contract is intended to include a broad and comprehensive range of facility management services for use throughout the DHS OIG workspace.

• The contractor shall provide facility management services for items that exceed the scope of the DHS/GSA lease.

1.2 OBJECTIVE

To meet the current and future needs of DHS OIG, the contractor shall accomplish predefined tasks and the technical, managerial, and decision-making expertise to jointly manage the assets and projects with DHS OIG. The contractor must provide management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient, effective, economical, and satisfactory operation, inspection, assessment, testing, scheduled and unscheduled maintenance, cleaning and repair of equipment and systems not included in the DHS OIG lease agreement with the GSA.

2.0 SPECIFIC REQUIREMENTS/TASKS

The contractor shall provide ongoing facility maintenance services, tenant improvements, and other services requested by COR outside the scope of the lease agreement, such as:

• Electrical, mechanical, plumbing, heating, ventilation, and air conditioning (HVAC) of DHS

OIG systems, equipment, or material

• Door hardware, equipment, and controls owned or operated by DHS OIG

• Kitchen equipment, including appliances, plumbing, garbage disposals and plumbing that interface with building systems.

• Fire protection and life safety systems and equipment

• All other tenant improvements such as electrical, painting, plumbing, drywall, carpet cleaning

2.1 Inspections and Quality Control Plan

The contractor shall develop a quality control plan (QCP) to identify and correct the deficiencies in the DHS OIG equipment, systems, materials, or quality of services before the level of performance becomes unacceptable. The contractor and COR (or designee), within 30 calendar days of contract award and annually thereafter, will make a complete and systematic inspection together of all systems, material, and equipment for which maintenance and repairs may be covered within this contract. The purpose of this inspection is to discover, identify inspection and maintenance schedules, create an existing deficiency list report, and identify all deficiencies that may exist in the equipment and systems covered by this performance work statement for correcting each deficiency. The inventory list of equipment, materials, and systems must include (minimally): equipment ID, equipment type, equipment description, asset identification code (if applicable), manufacturer, model number, serial number, equipment status, horsepower, voltage, quantity, room number/location, ideal maintenance schedules, and warranty status.

This inspection and subsequent report must be conducted by personnel qualified to inspect and assess building system conditions, able to recommend projects and operational improvements, and prepare accurate estimates of the proposed projects. The existing deficiency list report must not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive maintenance. The contractor shall plan and prioritize repairs and long-term capital improvements and the assessment and identification of risk, performance indicators and feedback loops. After submission of the initial report, the Contractor shall maintain the report as a “living” document to assist the DHS OIG manage repairs and capital improvements inclusive of identification of projects, prioritization, risks, and costs. The Contractor shall use the report on an ongoing basis to identify, track, and communicate any existing defective or deficient equipment or systems, projects for the replacement or refurbishment of equipment and building systems nearing the end of their life cycle, energy conservation projects, etc. The ongoing maintenance of the report shall be conducted and submitted in conjunction with the monthly reporting requirement of this contract, the equipment repair assessment, proactive tours, records management, energy conservation, and other strategic objectives of this contract with the intent of holistic management of the facilities over the long term.

2.2 Predictive and Preventive Maintenance

The contractor shall perform predictive and preventative maintenance activities of DHS OIG equipment and hardware based on applicable GSA Public Building Maintenance Standards (attached), fixed schedule, equipment runtimes, or manufacturer’s specifications as well as monitoring the operating condition and changes in the operating condition to sustain the proper operation of systems pending a scheduled procedure. The contractor shall complete all predictive and preventive maintenance tasks having a frequency of annually or multi-year within the first nine (9) months of the initial contract year. Annual and multi-year maintenance items falling in the final year of the contract must also be performed during the first 9 months of the final (option) year. Any deviations are to be presented on a case-by-case basis to be determined, in writing, by the COR based on: seasonal weather conditions, user requirements, tenant impact, conflict with major construction activities, or other significant events as determined by the COR.

2.3 Repairs

The contractor shall affect repairs to restore inoperable, dysfunctional, or deteriorated DHS OIG equipment, systems, or materials to a fully functional, non-deteriorated state. Repairs will be identified as Emergency, Urgent, or Routine based on the impact and danger determined by the COR or designee. Repairs typically involve some combination of labor and replacement parts, components, or materials.

The contractor shall respond to observations (from personnel, automatic interfaces, or diagnostic software) or service requests for DHS OIG equipment, systems, or materials covered by the contract that is inoperable, dysfunctional, deteriorated, not within normal operating parameters, or that performance standards of the contract are not being met.

Service request response involves analysis of the problem and adjustment of operating or monitoring controls or other immediate corrective action; a requirement to perform a repair may result from the analysis stage of a service request.

For all repairs, the contractor must complete within 2 business days, at no additional cost to DHS OIG, an itemized equipment condition assessment along with a thorough explanation of the cause of the failure, a detailed cost estimate of parts, materials and labor hours, and any other necessary information required to produce a quote proposal of a quality suitable for the agency to identify project funding.

The contractor shall track and record each service request through completion and maintain records of repair services for the duration of the contract, including: time request was received, location of repair, time service completed, corrective action taken, and reason for any deferred requests/repairs. Service records may be consolidated and provided to the COR with the monthly progress reports.

2.4 Miscellaneous

The contractor shall provide additional services at the discretion of the COR as it relates to operations, maintenance, and repair or upgrade of facility equipment and infrastructure. Such items may include labeling of electrical circuits and equipment; emergency shutdown instructions and checklists, energy conservation plans; detecting and correcting improper equipment performance; trending patterns, and strategies to improve performance (replace, redesign, etc.) of various materials, systems, and equipment.

Additionally, DHS OIG Future of Work, workspace standards, and relocation efforts may necessitate workspace alteration projects where the contractor assists DHS OIG to identify and install occupancy and/or environmental sensors, determine the appropriate movement of walls, furniture, partitions, or doors as well as changes to existing HVAC and other systems to accommodate organization and space configuration changes.

The contractor must take immediate action to control, correct, or mitigate any recognized safety or environmental hazard that presents an immediate danger. The Contractor shall notify the COR, other designated OIG representative, or appropriate authority, if applicable.

2.5 Service requests and repairs will be decided and identified by the COR or designee as Emergency, Urgent, or Routine.

2.5.1 Emergency Services. Emergency service requests and callback responses where the work consists of correcting failures that constitute an immediate danger to personnel, or property, including but not limited to safety issues, environmental spills and issues, leaks, power outages, electrical problems that may cause fire or shock, gas or oil leaks, major HVAC problems, or any work considered by the COR or designee to be of an emergency nature.

The contractor must be able to respond to emergency service request and callback requests immediately (within the shortest possible time consistent with the mechanics location) during normal working hours and within sixty (60) minutes when the work request is outside normal working hours. The contractor shall remain on the job until the emergency has been abated and adequate temporary repairs have been made. Permanent repairs must be achieved in accordance with this SOW. The contractor must provide a written account of any emergency callback to the COR or designee by noon the next business day, to include costs incurred, actions taken, and plan for permanent correction of the problem.

2.5.2 Urgent Services. Urgent requests and repairs are those where the work consists of correcting failures that interrupt or otherwise adversely impact DHS OIG operations or neighboring tenants. Examples of these types of service requests include, but are not limited to: inoperative electrical circuits, or any equipment, system, or material malfunction that affects the operations of sensitive operations or work considered by the COR to be of an urgent nature. The contractor must respond to urgent work requests within 2 hours and remain on the job until the urgent repairs have been made; permanent repairs will be completed IAW this SOW.

2.5.3 Routine Service. The contractor must respond promptly to routine requests and repairs to provide a proposal to conduct the required work within twenty-four hours of notification or notify the OCR with a request for an extension if required.

2.6 Warranties

The contractor must contact installers or manufacturers, as appropriate, for work that is covered under a warranty and maintain records of warranty service. The contractor must avoid actions that would invalidate a warranty, unless authorized by the COR. New warranties for any OIG materials, equipment, or services shall be provided with applicable Progress Reports. In an installer or manufacturer fails to comply with the terms of a warrant, the Contractor must immediately notify the COR or designee.

2.7 Quality of Materials and Replacement Parts

Replacement components and materials must be of equal or better quality than the components replaced, considering energy efficiency, operational characteristics, power quality, control and data acquisition, maintainability, and durability. When using any energy consuming product, the contractor must only use ENERGY STAR ® qualified/designated products unless COR approves an alternative. This includes, but is not limited to, all products in the following categories:

• Appliances

• Building Products

• Computers and Electronics

• Heating and Cooling

• Lighting and Fans

• Plumbing

2.8 Labeling and Signage

The contractor shall maintain the labeling of existing equipment, pipes, storage areas, containers, and workspaces as well as associated signage, in accordance with OSHA standards to ensure labels are visible and not obliterated. Any equipment, systems, or materials, newly installed by the contractor, require labeling and signage per OSHA standards, must be labeled immediately upon completion of the installation and maintained throughout the contract period.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel. All personnel must be licensed, or certified, to perform work within their normal duties, where such licensing is required by the State or District. Contractors must comply with all applicable Federal, State, District, and local laws, regulations, and codes and are responsible to determine which requirements are applicable and complying appropriately.

The contractor must provide to the COR the documentation of the certificates of training, licenses, and permits for all new employees not later than 7 days prior to that person beginning work under the terms of this contract. Contractor must ensure all certificates of training, licenses, permits, and bonds are current and valid. The Contractor shall provide qualified personnel to perform all requirements specified in this SOW to include:

• Minimum Qualifications. All personnel will be licensed journeyman with 5+ years of experience and completion of formal apprenticeship program. All HVAC technicians will be licensed journeyman with at least 5 years of apprenticeship school. Functions and responsibilities include heating, ventilation, and Air Conditioning Technician installs, modifies, and repairs refrigeration - hermetic, semi-hermetic, mechanical, screw, scroll and centrifugal units to 1100 tons; air conditioning, ventilation; reverse osmosis systems, computer rooms;

process coolers; evaporative cooling; air compressing and related control systems, including pneumatic, DDC, and building control systems equipment. This person performs difficult installation tasks involving assembly, testing, calibrating, and adjusting of temperature control and environmental control systems such as air conditioning plants, air environmental control systems, air distribution systems and complex dual equipment cooling installations, specialized refrigerated warehouses and facilities, and evaporative mechanical ventilation, and dehumidification systems.

• GENERAL MAINTENANCE WORKER -The General Maintenance Worker performs general maintenance and repair of equipment and buildings requiring practical skill and knowledge in such trades as painting, carpentry, plumbing, masonry, and electrical work. Work involves a variety of the following duties: replacing electrical receptacles, wires, switches, fixtures, and motors, using plaster or compound to patch minor holes and cracks in walls and ceilings, repairing or replacing sinks, water coolers, and toilets painting structures and equipment;

repairing or replacing concrete floors, steps, and sidewalks, replacing damaged paneling and floor tiles, hanging doors and installing door locks, replacing broken window panes, and performing general maintenance on equipment and machinery.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. The contractor must maintain some form of communication with on-call staff to allow the DHS/OIG to contact such staff at any time for emergency response.

Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Designated Point of Contact (POC)

The Contractor shall provide a POC who shall be responsible for all Contractor work performed under this SOW. The POC shall be a single point of contact for the Contracting Officer and the COR. The name of the POC, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the POC shall be provided to the Government as part of the Contractor's proposal. The POC is further designated as Key by the Government. During any absence of the POC, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The POC and all designated alternates shall be able to read, write, speak, and understand English, M a n a g e ongoing facility maintenance with primary focus on improving work environment, daily operations, productivity, and building security, manage highly technical personnel in all aspects of facility maintenance, prioritize and schedule facility maintenance repairs, safety inspections, and manage team of facilities maintenance technicians that provide facility maintenance service. Additionally, the Contractor shall not replace the POC without prior approval from the Contracting Officer.

Further, the contractor shall develop and submit to the COR within ten (10) calendar days of contract award a key personnel and emergency contact information, which must include subcontractor contacts, as applicable..

3.4 Security Requirements

The Contractor shall supply names, dates of birth, and social security numbers of all employees that will access our office space.

Any Contractor staff that will require access to OIG space must be a U.S. Citizen and provide a completed DHS Form 11000-25 to the ASR security team for processing.

The form for Contractor staff that require escorted access to OIG spaces must be submitted two business days prior to needing access. Contractor staff needing unescorted access to OIG space must receive a favorable EOD determination prior to work performance and will be screened for low-risk public trust fitness determination. This process takes approximately four weeks.

DHS 11000-25 forms must be submitted for any new employee. Contractor staff previously screened for fitness will require reinvestigation every 10 years. Notification should be provided to ASR when Contractor staff no longer require access in support of this contract.

Contractor staff responding to emergencies or unusual/after-hours requests will be exempt from this requirement.

Contractor access to classified information is not currently required under this SOW. However, the Government at a later date may require all Contractor personnel to have Secret clearances.

Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

3.4.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Designated POC shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

*Note: For some requirements, the COR may be the more appropriate government employee to direct the Contractor to remove its employee. The matter should be discussed with your Contracting Officer.

4.0 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period May 01, 2023 – April 30, 2024 Option Period One May 01, 2024 – April 30, 2025 Option Period Two May 01, 2025 – April 30, 2026 Option Period Three May 01, 2025 – April 30, 2026 Option Period Four May 01, 2026 – April 30, 2027

4.1 PLACE OF PERFORMANCE

The place of performance for the work under this contract is:

DHS/OIG Headquarters Patriot Plaza I 5th, 6th, 7th, and 8th floors (currently) 395 E Street SW Washington, DC 20024

4.2 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 06:00 am and 6:00 PM EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

4.3 TRAVEL

Contractor travel shall not be required for this requirement.

4.4 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

4.5 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 15 business days after the Post Award Conference.

4.6 BUSINESS CONTINUITY PLAN

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government.

The BCP Plan shall be due 15 business days after the date of award, and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

• A description of the Contractor’s emergency management procedures and policy

• A description of how the Contractor will account for their employees during an emergency

• How the Contractor will communicate with the Government during emergencies

• A list of primary and alternate Contractor points of contact, each with primary and alternate:

• Telephone numbers

• E-mail addresses

4.6.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 24 hours of activation or as directed by the Government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR shall immediately make contact with the Contractor POC to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the Contractor POC and the COR shall promptly open an effective means of communication and verify:

• Key points of contact (Government and contractor)

• Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

• Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

• Essential Contractor work products expected to be continued, by priority

4.6.2 The Government and Contractor POC shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.7 PROGRESS REPORTS

The POC shall provide a monthly progress report to the Contracting Officer and COR via electronic mail. This report shall include a current Quality Control Plan (QCP), summary of work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

4.8 PROGRESS MEETINGS

The POC shall be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with DHS objectives. At a minimum, the POC shall review the status and results of Contractor performance with the COR on a quarterly basis via email.

4.9 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.10 SECTION 508 COMPLIANCE

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L.

105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 5 business days to review deliverables and make comments. The Contractor shall have 5 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

http://www.access-board.gov/ http://www.section508.gov/

ITEM SOW

REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 2.1 Quality Control Plan 30 days of award and monthly thereafter COR, Contracting Officer

2 2.3 Quote Package 2 business days after assessment

COR

3 2.3 Service Records Monthly with Progress Report COR

4 2.6 Evidence of Warranty Monthly with Progress Report COR

5 3.3 Contractor employee list with contact information

10 calendar days of award COR

6 2.3 Repair Estimates Emergency -60 minutes of identification Urgent – 2 hours of identification Routine – 24 hours of identification

COR

4.6

Post Award Conference

10 days after award

N/A

4.6, 4.7

Draft Contractor Project Plan

10 days after award

COR,

Contracting Officer

4.7 Final Contractor Project

Plan

30 days after award

COR,

4.8 Original Business

Continuity Plan

10 days after award

COR,

4.8 Updated Business

Continuity Plan

30 days after award

COR,

4.9

Progress Reports

Monthly

COR,