Solicitation-4.pdf

09RT0001 Solicitation GS08T09BPR0001

TABLE OF CONTENTS

1449 ----------------------------------------------------------------------------------------------- 1 Section B ----------------------------------------------------------------------------------------------- 4 Section C ----------------------------------------------------------------------------------------------- 9 Section D is not used Section E ----------------------------------------------------------------------------------------------- 28 Section F ----------------------------------------------------------------------------------------------- 29 Section G ----------------------------------------------------------------------------------------------- 31 Section H ----------------------------------------------------------------------------------------------- 33 Section I ---------------------------------------------------------------------------------------------- 38 Section J ----------------------------------------------------------------------------------------------- 74 Section K is not used. See page 38 ORCA instructions.

Section L ----------------------------------------------------------------------------------------------- 78 Section M ----------------------------------------------------------------------------------------------- 81

ATTACHMENTS

Attachment 1 QASP-------------------------------------------------------------------------------------- 85 Attachment 2 Utah Area Wage Determination Rates------------------------------------------ 92

SECTION B: SUPPLIES AND SERVICES AND PRICES

B.1 GENERAL DESCRIPTION

The Contractor shall perform facilities maintenance as required by this contract on a Firm Fixed Price Hybrid. The hybrid contract vehicle will employ Technical Instructions (TI) as its implementation tool.

Contractors will receive statements of objective (SOO) and will using RS Means (current year) as standard, develop statements of work (SOW) and cost quotes detailing their work plan.

The work shall be performed in accordance with this Request for Proposal (RFP) and Contract number GST0809BPC0001. Optional CLINs may be exercised unilaterally by the Contracting Officer.

All optional CLINs will be ordered on an as-needed basis only. There is no guarantee that these services will be required. It is at the option of the government to order optional services.

Defense Information Systems Agency (DISA) Computing Services (CS) data centers provide routine and mission-critical computer processing resources and support to numerous Government agencies on a fee-for-service basis, 24 hours per day, 7 days a week. DISA’s operational goal is to provide five 9s of high availability and redundancy to all supported programs and workloads (less than 22.2 minutes of planned and unplanned outages per year); knowing that without a Tier III redundant data center this is impossible to sustain, DISA will continue to strive for this goal by having a structured O&M (Operations and Maintenance) program that reduces unscheduled outages to the minimum possible.

The offeror's ability to provide system assessments, material requirements planning, inventory management and operation, configuration control and system modernization consultation will increase DISA's mission attainment of its Tier III goals.

DISA operates a large amount of mechanical and electrical equipment necessary to provide continuous, redundant environmental support to mission-critical computer processing equipment at this site. Because of the complexity and constancy of this support, DISA requires dedicated maintenance, repair, engineering, and other service support work in order to ensure that mission-critical infrastructure support equipment is continuously available.

B.2 SERVICES AND PRICES/COSTS

BASE YEAR ( Contract Year 1 - October 1, 2009 through September 30, 2010)

CLIN Terms Description QTY Unit Unit

Price Amount

0001AA FFP Scheduled Preventative Maintenance yr mo

0001AB

(Labor)

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI NTE

$250,000.00

0001AC

Materials

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI NTE

$250,000.00

0001AD

Labor

FFP Emergency Maintenance

(OPTIONAL)

TBD TI PER TI NTE

$50,000.00

0001AE

Materials

FFP System Upgrades & Replacements

(OPTIONAL)

TBD Task NTE $250,000.00

OPTION YEAR 1 (Contract Year 2 – October 1, 2010 through September 30, 2011)

CLIN Terms Description QTY Unit Unit

Price Amount

1001AA FFP Scheduled Preventative Maintenance yr mo

1001AB

(Labor)

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI

NTE

1001AC

Materials

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI

1001AD

Labor

FFP Emergency Maintenance

(OPTIONAL)

TBD TI PER TI NTE

$50,000.00

1001AE

Materials

FFP System Upgrades & Replacements

(OPTIONAL)

OPTION YEAR 2 (Contract Year 3 – October 1, 2011 through September 30, 2012)

Price Amount

2001AA FFP Scheduled Preventative Maintenance yr mo

2001AB

(Labor)

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER

TI

NTE

$250,000.00

2001AC

Materials

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER

TI

NTE

$250,000.00

2001AD

Labor

FFP Emergency Maintenance

(OPTIONAL)

TBD TI PER

TI

2001AE

Materials

FFP System Upgrades & Replacements

(OPTIONAL)

OPTION YEAR 3 (Contract Year 4 – October 1, 2012 through September 30, 2013 )

Price Amount

3001AA FFP Scheduled Preventative Maintenance yr mo

3001AB

(Labor)

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI NTE

$250,000.00

3001AC

Materials

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI NTE

$250,000.00

3001AD

Labor

FFP Emergency Maintenance

(OPTIONAL)

3001AE

FFP System Upgrades & Replacements

(OPTIONAL)

OPTION YEAR 4 (Contract Year 5 – October 1, 2013 through September 30, 2014)

Price Amount

4001AA FFP Scheduled Preventative Maintenance yr mo

4001AB

(Labor)

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI NTE

$250,000.00

4001AC

Materials

FFP Unscheduled Maintenance & Repair; Component Repair & Replacement

TBD TI PER TI NTE

$250,000.00

4001AD

Labor

FFP Emergency Maintenance

(OPTIONAL)

4001AE

FFP System Upgrades & Replacements

(OPTIONAL)

TOTAL Price (Base Year) ________________

TOTAL Price with Options ________________

B.3 Technical Instruction Hourly Rates The contractor is to complete the following Hourly rate matrix as part of the proposal submission process. The hourly labor categories are to be provided by the proposing contractor. The contractor is responsible for adding any new proposed labor categories to the contractor's GSA schedule. The labor rates proposed cannot be higher than the schedule holder's ceiling rates. The contractor can not allow subcontractor billing rates to be invoiced higher than the final negotiated billing rates for each labor category. During this contract should the contractor add a new labor category to this contract, the contract's labor category final billing rate can only be negotiated after the labor category has been added to the schedule holder's schedule contract.

Labor Category Ref #

Category Description

Normal Duty Hourly Rate

Overtime Duty Hourly Rate

Base year-year 1

Option year1-Year 2

Option year2-Year 3

Option year3-Year 4

Option year4-Year 5

B.4 Material Handling Rate The contractor is to provide a material handling rate to be applied to all material purchases during this contract.

Material Handling Rate _______________

B.4 OTHER DIRECT COSTS

Other Direct Costs (ODCs) are anticipated during the performance of this contract. Since these costs cannot be accurately forecast at this time, they will be added by modification. While the estimated amount represents the Government's best estimate, the Contracting Officer may increase the amount obligated for these line items unilaterally if such action is deemed advantageous.

B.4.1 Costs incurred shall be fully burdened to include the contractor’s indirect handling rate, as entered by the contractor and agreed to by the Contracting Officer, in the cost proposal.

B.4.2 All requests for ODCs must be approved in writing by the Contracting Officer prior to incurring costs.

B.5 GOVERNMENT CONTRACT MANAGEMENT

Responsibility for contracting activities rests solely with the Government Contracting Officer. No conversation, recommendations, or direction, whether given directly by, or implied by Government personnel, that will affect the scope, schedule, or price of the program covered by this contract, shall be acted upon by the contractor unless specifically approved by the Government Contracting Officer.

Separate agreements or contracts, either verbal or written, are strictly prohibited under this contract.

The Contracting Officer is to be contacted immediately if any such issues arise under this contract.

B.6 CURRENT CONTRACT

The current contract is held by Wheeler Machinery Co. under contract number GS08T09BC0093.

Section C - Description/Specifications/SOO

C. 1 Background.

Defense Information Systems Agency (DISA) Computing Services (CS) datacenters provide routine and mission-critical computer processing resources and support to numerous Government agencies on a fee-for-service basis, 24 hours per day, 7 days a week. DISA’s operational goal is to provide five 9s of availability through efficient operation, proper maintenance, and redundancy to all supported programs and workloads (less than 22.2 minutes of planned and unplanned outages per year);

knowing that without a Tier IV redundant data center this is impossible to sustain, DISA will continue to strive for this goal by having a structured O&M (Operations and Maintenance) program that reduces unscheduled outages to the minimum possible.

The types of IT systems operated by DISA in support of the warfighter make DISA facilities mission-critical Level 2 systems for inspection and testing purposes as defined by NFPA 110, one step below health care facilities (where if infrastructure systems fail, people die). DISA operates a large amount of mechanical and electrical equipment necessary to provide continuous, redundant environmental support to mission-critical computer processing equipment at each datacenter site. Because of the complexity and constancy of this support, DISA requires dedicated maintenance, repair, engineering, and other service support work in order to ensure that mission-critical infrastructure support equipment is continuously available.

Building O&M is the ongoing process of sustaining the performance of building systems according to design intent, the owner’s or occupants’ changing needs, and optimum efficiency levels. The O&M process helps sustain a building’s overall profitability by addressing tenant comfort, equipment reliability, and efficient operation. Efficiency of O&M extends directly to engineering and installation services required to support DISA customers.

Efficient operation, in the context of O&M, refers to activities such as scheduling equipment and optimizing energy and comfort-control strategies so that equipment operates only to the degree needed to fulfill its intended function. Maintenance activities involve physically inspecting and caring for equipment. These O&M tasks, when performed systematically, increase reliability, `reduce equipment degradation, and sustain energy efficiency.

Generator equipment at SMC Ogden consists of three (3) 1750kW Caterpillar generator-engine sets and associated equipment located in Building 880, immediately behind the main datacenter facility (building 891).

C.3.2 MODULE 3 - Description of Services.

This is a comprehensive operations & maintenance (O&M) and sustainment, restoration, and modernization (SR&M) contract for Emergency Power Generation Equipment systems at SMC Ogden DISA Data center. Related services include major and minor repairs, modifications, replacements, and installations of equipment and systems. The Contractor is expected to assume full operational responsibility for the Government-owned power generation equipment to provide uninterrupted utility service for generator supplied emergency services.

The Contractor shall perform continuous daily operation (24x7x365) of the facility emergency power generation systems to ensure efficient 24x7 DISA functional operations. This shall include ongoing checks, services, troubleshooting, modifications, minor repairs, and similar services to keep all building emergency power generation systems functioning as designed. Preventative maintenance and system modifications to modify current operating requirements are covered under separate O&M Modules.

C.3.2.1 Operational Goal:

The operational goal for the emergency power generation systems is to ensure an operational, effective, flexible, redundant, efficient, and safe set of emergency power generation systems to ensure uninterrupted operations in the event of a momentary or extended commercial power outage. All operational tasks affecting this goal are covered under this PWS, whether explicitly called out or not.

Emergency power generation systems include generator-engine sets as well as rotary UPS systems with generator-engine components.

C.3.2.2 Operational Testing:

Emergency power generation systems for DISA facilities are mission-critical Level 2 systems for inspection and testing purposes as defined by NFPA 110 Section 4.4. Inspection and testing of generator sets shall meet all requirements of NFPA 110 Section 8.4 for Level 2 systems, including load testing of generators and operation of transfer switches at least monthly. Qualified personnel shall continuously monitor generator sets during the monthly test to insure generators are operating within OEM specifications.

C.3.2.2.1 Testing Frequency:

Emergency power generation systems shall be tested IAW the minimum frequencies specified in DISA Circular 350-195-2, dated 15 April 2002. The DISA Power Environmental, and Grounding, Bonding and Shielding Performance Evaluation Checklist is attached in Section J. More frequent testing is authorized.

C.3.2.2.2 System Inspections:

Examine the power system for readiness weekly, and twice a week if the temperature is below freezing. Items to be inspected should include engine preheat devices, fuel, oil, and coolant levels, and state of charge for cranking batteries.

C.3.2.2.3 System Exercise:

Generator systems with synchronization capability shall be operated in “manual” mode on a monthly basis. This exercise shall carry the entire facility operational load after synchronization and be maintained for at least 1 hour before returning to primary power.

C.3.2.2.4 Operational Simulation:

Testing of the automatic start and load assumption cycle shall be conducted quarterly. This testing shall be initiated by manual disconnection of the primary power source to cause automatic start and transfer of loads to the emergency power generation system. The simulation shall run for at least 1 hour before returning to primary power. This is the only test that provides full confidence in the automatic operation of all system components in a real contingency situation.

C.3.2.2.5 Load Bank Testing:

Load bank testing shall be accomplished on an annual (or more frequent if deemed necessary) basis.

These tests shall simulate loading of the emergency power generation system over the full range of the load bank. Complete load bank testing forces proper lubrication at design operating temperatures, removes moisture from generator components, and removes excess unburnt fuel in the exhaust stacks. Load bank testing shall run for at least 1 hour before returning to primary power.

All load bank testing shall include an emergency relay to automatically switch from equivalent (test) load to emergency (building) load in case of failure of the primary source.

Some locations have permanently installed load bank systems; while at others external units must be brought in to accomplish this requirement. The load banks shall be sized to allow full loading of the generator systems; this may require external units in cases where generators have been replaced but load banks have not been similarly upgraded. Resistive load banks are generally simpler and less expensive to acquire, lease, and use, but they only simulate direct heating and lighting loads (unity power factor). A combination resistive-reactive (inductive) load bank system that can simulate lagging power requirements from motor loads and transformers more accurately simulates the power conditions experienced in the datacenters and is preferable for these tests.

C.3.2.3 Sample Operational Tasks:

The Contractor shall develop operational tasks which will increase efficiency in the mechanical and structural systems at reasonable cost while reducing overall facility operations costs and manpower/staffing requirements. Tasks which the Contractor shall operate and optimize shall include (but are not be limited to):

• Load bank testing.

• Live load building testing.

• Daily inspections of batteries, pre-warmers, and fuel storage & delivery systems.

• Coordination for fuel delivery and refill.

• Management of all fuel system environmental paperwork with external agencies.

• Ongoing fuel polishing (fining), moisture control, microbial control, and chemical analysis.

C.3.2.3.1 Scope:

This work includes generators, motor engines, generator synchronization and switching gear, fuel storage and delivery systems, and ancillary systems involved in the generation and delivery of electrical power during commercial power outages. Rotary UPS equipment is considered emergency power generation equipment for the purposes of this contract and is specifically and fully covered. The work specifically excludes static UPS systems, which are either covered under other O&M Modules or under separate contract (generally the universal PCCIE contract administered by the USAF).

The delineation between “routine operations” and non-routine work (relating to which O&M Module work is performed in) is governed by the definitions of program management versus project management. Routine operations are ongoing; generally require only changes or repairs that are minor in nature, and do not have an expected date after which services will no longer be required.

These costs are included in the “Operations” CLIN provided. That work which is of a “project” nature shall be charged against the appropriate modification or major repair O&M Module; “projects” are of a defined length with an identifiable start and end date, and have an output that typically becomes part of the program “routine operations” after completion.

All electrical work shall be conducted in accordance with mandatory references in Chapter 12, page 29 of the Enterprise Operations and Maintenance Management Services Standard attached in Section J.

C.3.2.3.2 Coordinate with Host Installation:

The Contractor shall represent DISA with respect to projects, maintenance, and repair as defined by the DISA’s written “Interservice Support Agreement” (ISA) with the host installation. This document may be updated and revised by both DISA and the host installation during the performance of this contract, and the Contractor is responsible for continuing operations in support of any revised agreements. The DISA entity responsible for technical content of the ISA is GS452, BOS Program

Manager, also known as the “Client” (see Chapter 14 page 34) of the Enterprise Operations and Maintenance Management Services Standard attached in Section J. The Contractor shall comply with all host agency ISA requirements and participate in applicable portions of ISA negotiations if any occur during performance.

The Contractor is effectively replacing services normally provided by the host installation Civil Engineering entity (known as the “Base Civil Engineer” or “Public Works Department” at various service installations). Because of DISA’s “tenant” position on the installation, we are required to follow and coordinate with the “host” organization that owns the real property (land, building, and potentially some installed equipment) in a number of circumstances that are enumerated in the ISA. The Contractor shall assume these responsibilities on behalf of DISA during performance of this contract:

• Coordinate with host installation before altering, modifying, expanding, renovating, or refurbishing any space occupied by DISA.

• Coordinate with host installation before altering, modifying, or removing Real Property Installed Equipment (RPIE).

• Provide host installation with project PWSs or SOWs for review with all submitted 332s/TF1s, or similar documents, for design review, to ensure projects meet all host installation real property, fire, safety, and operational requirements, and in order to obtain all necessary base permits and sign-offs.

• Provide host installation with project scope and goals during coordination so that the end-state of each project is clear to all parties.

• Coordination is typically completed via an Air Force Form 332 (AF332), Navy Form TF-1, or similar, and submission of complete engineering plans, which must be approved by MSD prior to the commencement of work. AF332s (or alternate documents) initiated by the Contractor to perform services under this contract will typically be labeled as “self help” or “contract by requestor.”

• Contractor will also be required to perform coordination for capital projects accomplished by other vendors under capital improvements projects on behalf of DISA, at no additional cost.

C.3.2.4 Management Services:

This contract (including all O&M Modules) may not by statute provide construction services. The mandatory DISA reference titled “Guidance on Maintenance, Repair, & Construction Projects” provides specific definitions and examples of construction work that shall not be conducted under this contract.

Minor construction incidental to projects in any O&M Module is allowable pursuant to the reference provided that construction costs do not exceed 10% of the value of any project.

The Contractor shall provide project design, design review, technical assistance, maintenance and repair project management, facilities inspection, and similar services to meet current DISA requirements for operation and modification of the facility. The Contractor shall provide both engineering-level and craftsman-level inputs into project planning to ensure that project plans represent stakeholders at all levels at covered datacenters.

C.3.2.5 Standards:

DISA is a standards-based organization. All planning conducted and work performed must meet DISA Facility Standards, applicable codes and regulations, and also comply with reasonable mandatory guidance from the host installation. Contractor personnel must become familiar with and conversant in the DISA Facility Standards. New and updated facility standards are mandatory guidance and will be disseminated by GS452 to the Contractor. The Contractor is encouraged to provide input to and request continuous updates to the standards based on ongoing operational experience at covered datacenter sites.

C.3.2.6 Utility Room/Physical Plant Maintenance and Upkeep:

The Contractor is responsible for maintaining the emergency power generation areas in a clean and orderly fashion. This includes orderly storage of parts, and floors (including sumps, mezzanines, sidewalks, loading docks, warehouses, and similar) clean of debris, oil and grease. The Contractor is expected to take pride in the physical appearance of the facility. Modifications necessary to obtain the desired results are in the scope of daily operations, including modifications to the facility systems (for example, where door vents can allow sand or dust to accumulate inside the facility, the

Contractor may and should conduct mitigation actions up to the point of replacing the door and adding containment systems and/or filters to reduce active contamination and maintenance).

C.3.2.7 Tools and Bench Stock/Supplies:

The Contractor shall provide all necessary tools, lubricants, fluids, filters, belts, replacement batteries, and similar minor bench stock supply items for performing all required services. A securable “tool cage” and work area will be available for Contractor use; this may not exist currently and may need to be installed in a suitable area provided by the Government. Suggested tools to perform these services include basic hand tools, ladders, portable air compressors, grinders, vices, tri-stands, wrenches, saws, portable lights and cordage, and cones & related safety equipment.

C.3.2.8 Safety Equipment and Stations:

The Contractor shall provide, maintain, mark, restock, and test as required safety stations on each floor of the facility on which emergency power generation systems are located. This equipment shall include emergency showers, eyewash stations, face shields, goggles, gloves, other personal protective equipment (PPE), and first aid kits. Safety stations shall be fully operational and maintained and tested to industry best practice requirements on a regular basis corresponding with safety regulations and industry best practices.

C.3.2.9 Performance Objectives and Thresholds:

Performance Objective Performance Threshold

Covered Areas Present Clean and Professional Appearance.

No accumulated dirt, dust, grime, grease, water, trash, or other detritus is present.

Area(s) appear to be maintained and cleaned on a daily basis by a highly professional organization.

No customer or client complaints.

Operate Fuel Storage & Delivery Systems.

All system components are operating correctly.

System outages are minimized. Repairs are made immediately. Wastes are disposed of properly. Contractor makes progressive effort to keep system efficient and technologically current.

Fuel delivery to day tanks is restored within 20 minutes unless approved otherwise by the QAP due to circumstances. Zero environmental compliance violations. Zero spill events.

Operate Emergency Power Generation Systems.

Plant and equipment operate properly.

System is available 100% of the time at critical (risk situation) times. Contingency plans are made, backup systems tested, and DISA management coordinated with for other non-availability situations (load tests, offline maint.)

Basic Operation Procedures. 90% of all scheduled services are properly and

Plant and equipment operate properly.

Systems function efficiently. Customers are satisfied with environmental controls. All records and reports are accurate and current.

Reports are submitted on time.

timely completed. 100% of all reports are accurate. 90% of all reports are submitted timely.

Approval of deviations from written procedures are obtained 100% of the time.

Perform Status Checks and Inspections.

Accurate reports performed and submitted.

Inspections are performed and recorded in a timely manner.

Every critical component subsystem is checked and inspected.

Fuel Treatment.

Fuel in storage is of proper chemistry for efficient operations.

Fuel is properly treated 100% of the time.

Maintain Records and Logs on Plant Systems.

All records and reports are accurate and current. Reports are submitted on time.

100% of all reports are accurate. 90% are submitted timely.

C.3.2.9.1 SURVEILLANCE:

The QAP person will receive complaints from site personnel and pass them to the Contractor's contract manager for correction.

C.3.2.9.1 STANDARD:

Customer complaints shall not exceed the thresholds cited above for each performance objective. The QAP shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997) or the appropriate Inspection of Services clause, if any of the above performance objectives exceed the limitations cited in the above performance thresholds.

C.3.3 O&M Module 10: Reliability-centered maintenance, emergency power generation systems:

C.3.3.1 Maintenance Services:

The Contractor shall provide a variety of maintenance services to allow correct, reliable, and flexible operation of facility equipment. These services shall include (but not be limited to) preventative, predictive, reactive, and reliability centered maintenance, with the goal of moving to the reliability-centered concept during performance of the contract. This will mean a reduction in the amount of reactive and preventative maintenance performed, and an increase in the amount of predictive, resulting in lower operating costs and higher facility functional reliability.

All actions by the Contractor shall avoid HAZCONS (see page 30 of DISA Facilities Engineering Standards section 01 42 16 attached in Section J) when and where possible, as a primary goal and effect of the work accomplished under this module. The Government understands the necessity of HAZCONS during major maintenance, repair, and replacement projects. The reduction of operational risk through this module’s reliability-centered concept should be measurable in reported metrics (see Chapter 14).

Reliability-centered maintenance (RCM) is the “process used to determine the maintenance requirements of any physical asset in its operating context.” The road from a purely reactive program to a RCM program is not an easy one. The Contractor’s development of a maintenance program shall include the following minimum steps and shall be an ongoing program. The Contractor shall develop and be able to brief DISA site and GS452 staff on the direction and progress of the RCM program on a quarterly basis, if so requested. The high level RCM process that the Contractor shall follow has five steps:

1. Collect system design, maintenance, operational, and failure data.

2. Identify system boundaries and interfaces, and separations of functional subsystems.

3. Requirements analysis to identify and define system functions, functional failures, and dominant failure modes.

4. Task development using a logic tree to address each dominant failure mode by specifying an applicable task or test, or by determining that the failure can be accepted.

5. Incorporation of recommendations that define task frequencies or intervals.

The RCM program shall incorporate the following data into an analysis to make maintenance recommendations:

System Descriptions System Interfaces Individual Instrument

Functions Failure Consequences Functional Failure Modes Operating Processes Probability Risk Analysis Data

Regulation and Code Requirements

Design Drawings

Pending Design Changes Vendor Technical Manuals Equipment Warranty Requirements

In an ongoing manner, the Contractor shall refine the RCM program to improve efficiency:

1. Prioritize covered equipment and components based on importance to process.

2. Assign components into logical groupings.

3. Determine the type, number, and periodicity of maintenance activities required.

4. Assess the manpower and staffing requirements.

5. Identify tasks that may be performed by operations maintenance personnel.

6. Analyze equipment failure modes and effects (Process Failure Analysis – see Chapter 14).

7. Identify effective maintenance tasks or mitigation strategies.

8. Reassess and continually refine the O&M program based on lessons learned.

The Contractor is urged to study and implement concepts and ideas published in the Whole Building Design Guide (WBDG, http://www.wbdg.org/om/index.php), particularly the Facility Operations and Maintenance sections. These guides provide the basis for ongoing Reliability-Centered Maintenance (RCM) defined as a goal of the O&M program delineated by this contract.

C.3.3.2 Scope:

Emergency power generation system maintenance services will generally include items that provide emergency power to the facility in the event of a commercial power outage. There is not anticipated to be any overlap with other O&M Modules with regard to covered equipment. Any system or component that can be logically defined as falling into the scope of this Module shall be covered.

This Module includes generators, generator engines, rotary UPS systems, enclosures, batteries, controls, fuel storage and delivery systems, fuel piping and sensors, related environmental control and monitoring equipment, switchgear, circuit breakers, and other related and ancillary gear and equipment.

C.3.3.3 Scheduled Services:

Scheduled preventative maintenance (PM) services are those that are suggested or required on a periodic basis to maintain or replace components that are eventually designed to wear out, in order to http://www.wbdg.org/om/index.php extend the life of those components and extend the mean time to failure of the serviced equipment.

PM services shall include all consumable parts and materials, remedial repairs, labor, and expenses.

PM shall include thorough cleaning, adjustments, services, and recommendations for support of covered equipment. The Contractor shall provide PM to OEM specifications to maintain equipment to ‘like new’ condition and to a level to keep any equipment warranties active.

The Contractor shall develop and publish a Recurring Work Program (RWP) indicating the services to be performed on each system and piece of equipment at intervals. This RWP will assist DISA facility managers in scheduling other facilities work and projects for the lowest cost to the Government.

Condition-based, functional-based, and predictive maintenance are also covered under the term preventative maintenance, and the RWP shall change during each performance year (based on the Contractor’s RCM development program) to reflect condition, criticality, and the performance history of the covered equipment. See O&M Module 7 for more detailed requirements of the RWP.

PM shall include periodic inspections; replenishing supplies; regular tests and analysis, and repair of replacement of parts due to normal wear and tear. PM shall also include all required inspections, to include and necessary certifications or taggings. Generator Oil Sample Analysis shall be conducted semi-annually or every 2000 operating hours.

Oil samples shall be compared to the Caterpillar master oil sample database to compare existing unit conditions to standard known and proper conditions on other installed systems worldwide. This is a basic minimum component of advanced preventative maintenance where available.

PM that may disrupt the site production or disturb site personnel for more than 10 minutes shall be scheduled for weekends or evenings. The Contractor shall submit a Utility Outage Request to the site Facility Manager at least 10 working days prior to the outage. The Contractor shall not proceed with the work until the outage has been approved.

Minimum technical standards and maintenance guidance for a number of the pieces of covered equipment are included in Appendix 1. If covered equipment is not included in Appendix 1, follow industry best practices and OEM recommendations for PM on that equipment. Additional services may be required that are not fully delineated herein, and the Contractor is expected to provide full PM services to keep the equipment in operational condition to industry best standards.

C.3.3.4 Deferred Maintenance:

Finite resources and recurring maintenance requirements, along with contingency events, will result in occasionally missing scheduled equipment services. Because maintenance schedules in RCM are optimized to occur only as required, this deferred maintenance will by definition result in a decrease in equipment reliability (even if only statistical) and increases in operating costs.

Deferred maintenance on all covered equipment shall be logged with date of missed services, services not performed, reason for deferral, and ongoing maintenance records shall show when and how deferred maintenance was recovered.

C.3.3.5 Unscheduled Maintenance and Repair Services:

Unscheduled Maintenance & Repair services (also known as reactive maintenance) are designed to fix problems that occur in the covered equipment and utility distribution systems despite the daily operations and periodic preventative maintenance applied. There are no limitations to the types of problems that may be encountered with the covered equipment and systems, and all of these require immediate action to keep the mission-critical loads operational. Unscheduled Maintenance & Repair services (a.k.a. “emergency services”) shall include all troubleshooting and repair. These emergency services shall be available to the Government 24 hours per day, 7 days per week.

The Contractor shall perform all repairs, replacements, services and maintenance under this contract in accordance with applicable manufacturer data. Unscheduled maintenance shall include all actions required to restore the end item to a serviceable condition, to prepare the end item for service (to include assembly), for first time maintenance, to prepare the end item for storage, to prepare the end item for shipment and to prepare the end item for turn in, including but not limited to unit assembly, unit disassembly, repairing, replacing, or rebuilding parts, assemblies, subassemblies, components, and end items, plus testing. Testing of completed end item shall be in accordance with applicable technical data. Unscheduled maintenance shall include purging and preparation for storage/turn in. Re-assembly and maintenance upon receipt from shipment is required.

Manufacturer’s identification and/or data plates shall remain intact unless removal is necessary for cleaning or repair. The Contractor shall reinstall if removal is necessary.

There are three classes of Unscheduled Maintenance with different response requirements. The classification of the event will depend on the criticality of the equipment, the type of equipment, the type and severity of the failure, the type of equipment supported, and the phase of the moon.

The Chief of Facilities Engineering for DISA Computing Services, site Director, and site Facility Manager will be authorized to place Routine, Priority, and Emergency work orders to the Contractor.

Other client and customer personnel may only submit Routine work orders (see O&M Module 7) but may not initiate service calls. Priority and Emergency work orders may be initiated during non-normal hours by Contractor personnel, subject to review at the beginning of the following duty day by Government personnel.

C.3.3.5.1 Routine Work Orders:

The Contractor shall be in contact with the facility within one hour to make arrangements and respond with qualified personnel by noon of the following workday. These are non-urgent requirements that do not affect the health or safety of personnel or present an immediate threat to the mission-critical workloads supported by the equipment.

C.3.3.5.2 Priority Work Orders:

The Contractor shall be in contact with the facility within one hour to make arrangements and respond with qualified personnel within four (4) work hours. Priority work orders shall be worked continuously during regularly scheduled work hours until complete. Estimated completion date/time shall be provided to the Facility Manager daily at a minimum. These are non-urgent requirements that do not affect the health or safety of personnel or present an immediate threat to the mission-critical workloads supported by the equipment, but that present customer discomfort or could cause downtime if another system failed during the unscheduled maintenance.

C.3.3.5.3 Emergency Work Orders:

The Contractor shall be in contact with the facility within one hour to make arrangements and respond with qualified personnel immediately. Emergency calls shall be worked continuously “around the clock” until completed and as fast as circumstances allow. Estimated completion date/times and progress reports shall be provided to the Facility Manager at least three times per workday. Parts required in support of emergency service calls shall be obtained in the most expedient manner available. Emergency service calls can occur at any time, on any day. When system failures occur in covered equipment that requires replacement of defective parts, the Contractor shall obtain the replacement components within two business days of notice from the Government for repair actions. The Contractor shall invoice for these required parts at the Contractor’s list cost with the next monthly invoice. Emergency calls are urgent requirements that directly affect the health and/or safety of personnel or present an immediate threat to the mission-critical workloads supported by the equipment.

C.3.3.6 Contingency Operations:

The Contractor shall become intimately familiar with the mission-critical covered facility systems. In the event of an equipment failure, the Contractor shall repair the affected equipment within eight (8) hours to serviceable condition, or provide an alternate temporary solution. Alternate temporary solutions may include temporary replacement equipment needed to allow supported equipment to continue operating.

C.3.3.7 Repair of Damages:

Damages shall be repaired to keep the facility looking new. Finished surfaces shall be repaired to match existing adjacent surfaces (to include concrete floor and epoxy coverings). Damages shall be repaired within 3 calendar days. The facility will not be left in an unsecured status.

C.3.3.8 Performance Objectives and Thresholds:

Performance Objective Performance Threshold Operate and Maintain BAS Equipment.

Energy goals are met. Metrics are maintained on system efficiencies. All systems are balanced. System is fully operational. System defects are identified for timely repair.

BAS downtime shall not exceed two hours during the service month.

Operate Electric Power Distribution System.

All distribution system components are operating correctly. Power outages are minimized. Repairs are made immediately and power is restored as quickly as possible.

Wastes are disposed of properly. Contractor makes progressive effort to keep system efficient and technologically current.

Power is restored within 2 hours unless approved otherwise by the QAP due to circumstances.

Basic Services, PM Program and Operation Procedures.

Plant and equipment operates properly.

Systems function efficiently. Customers are satisfied with environmental controls. All records and reports are accurate and current.

Reports are submitted on time.

90% of all scheduled PMs are properly and timely completed. 100% of all reports are accurate. 90% of all reports are submitted timely. Approval of deviations from written procedures is obtained 100% of the time.

Basic Equipment Services & Preventive Maintenance Infrastructure equipment is in proper working order and maintained according to manufacturer recommendations.

95% of all equipment is properly working.

Perform Initial Status Check and Inspections.

Accurate report submitted on time. Inspections are performed and recorded in a timely manner.

Every fire protection system is checked and inspected.

Perform Operational Tests, Preventive, and Corrective Maintenance of Fire Protection Systems Operational tests are performed and recorded.

Recharging is performed when necessary.

Discrepancies are noted. Repairs are made when necessary.

Fire protection systems are operational at all times.

Maintain Records and Logs on Plant Systems.

All records and reports are accurate and current. Reports are submitted on time.

100% of all reports are accurate. 90% are submitted timely.

Provide Electrical Power Preventive and Corrective Maintenance.

Preventive maintenance is within recommended frequencies. All system and equipment components are free of defects, debris, errors, and problems. All equipment is properly calibrated. Service calls are handled appropriately. Customers are satisfied with service call performance.

95% of all systems are operational at all times.

Technical Reports and Records.

All reports are submitted on time. All reports are accurate and contain all applicable data.

Records are accurate and current. Drawings are accurate and current.

95% of all reports are timely and accurate.

Configuration Management.

All PDU and power distribution systems schedules are up to date. Schedules are available at the panel and in soft copy for review and project planning.

Power panel schedules are updated when changes occur 100% of the time.

Emergency Services.

Services are performed as specified in the task or delivery order.

Services are performed with no deficiencies.

Corrective Maintenance.

All system components are in good working order. Service calls are handled appropriately and professionally. Customers are satisfied with system operations. Any repairs are made immediately. Contractor makes progressive effort to keep system efficient and technologically current.

Response to and completion of service calls are timely 90% of the time.

C.3.3.8.1 SURVEILLANCE:

The QAP person will receive complaints from site personnel and pass them to the Contractor's contract manager for correction.

C.3.3.8.2 STANDARD:

Customer complaints shall not exceed the thresholds cited above for each performance objective. The QAP shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items (Mar 2009) or the appropriate Inspection of

Services clause, if any of the above performance objectives exceed the limitations cited in the above performance thresholds.

C.3.4 Administration of Technical Instructions:

This contract shall be administered by individual Technical Instructions (TIs). These TIs allow the Government to specify exactly what in-scope work will be performed over a set performance period, and to control each of these as an individual project.

C.3.5.1 Standard Technical Instructions

1. The overall contract will be a contract NTE (Not-to-Exceed) contract with a set maximum value for each period of performance. Individual CLINs under this contract have other, more specific terms and limitations to balance the services provided and funds available.

2. Work will be performed only on open “Technical Instructions” per the SOW.

3. Each Technical Instruction will have a smaller, individual FFP and a period of performance of no longer than the remaining current period of performance. Each TI can cover several different CLINs.

4. The total cost of all Technical Instructions shall not exceed the contract total NTE $ limit for any contract period of performance.

APPENDIX 10. Forma t For Technical I ns tructions .

Contract Numbe r: XX-XXXXX-XXXX

1. Customer Points of Contact:

Name:

Bill Vandergriff, S ite Facil ity Manager

Organization:

DISA Computing Services, SMC Montgomery

Address:

401 East Moore Drive, Building 857, Maxwell AFB Gunter Annex, A L 36114

Phone No.:

334.416.3189

Email Address:

bil l.vandergriff@csd.disa. mil

Name:

W ayne Pace, A lternate S ite Faci lity Manager Organization:

DISA Computing Services, SMC Montgomery Address:

401 East Moore Drive, Building 857, Maxwell AFB Gunter Annex, A L 36114

Phone No.:

334.416.4413

Email Address:

curtis.pace@csd.disa.mil

2. Title: Complete this section.

3. Background: Complete this section.

4. Objectives: Complete this section.

5. Scope: This Technical Instruction wil l p rovide work unde r the following area, in acco rdance with the Statement Of Work scope desc ription (select all that apply ):

Routine Mechanical & E lectrical Equipment Operation

Electrical Distribution System Modifications (Compute r Room ) _____

Electrical Distribution System Modifications (Other )

Scheduled Preventative Maintenance

Unscheduled Maintenance & Repair

Component Repair & Replacement

System Upgrades & Modifications

Quality Control & Assurance

Training & T ravel for Cont ractor Personnel

Custodi al Services

6. Specific Tasks: Complete this section.

7. P lace of Performance: A ll work to be perfo rmed shall be at SMC Montgome ry, 401 East Moore D rive, Building 857, Maxwell AFB Gunter Annex, AL 36114, in accordance with the statement of work.

8. Period of Performance: The Period of Perfor mance (PoP) for this task shal l be f rom ____________________ to ____________________. No Technical Instruction’s PoP shall extend beyond the option year renewal date; al l TIs must be renewed at the beginning of any option year.

APPENDIX 10. Forma t For Technical I ns tructions .

Contract Numbe r: XX-XXXXX-XXXX

1. Customer Points of Contact:

Name:

Bill Vandergriff, S ite Facil ity Manager

Organization:

DISA Computing Services, SMC Montgomery

Address:

401 East Moore Drive, Building 857, Maxwell AFB Gunter Annex, A L 36114

Phone No.:

334.416.3189

Email Address:

bil l.vandergriff@csd.disa. mil

Name:

W ayne Pace, A lternate S ite Faci lity Manager

Organization:

DISA Computing Services, SMC Montgomery

Address:

401 East Moore Drive, Building 857, Maxwell AFB Gunter Annex, A L 36114

Phone No.:

334.416.4413 Email Address:

curtis.pace@csd.disa.mil

2. Title: Complete this section.

3. Background: Complete this section.

4. Objectives: Complete this section.

5. Scope: This Technical Instruction wil l p rovide work unde r the following area, in acco rdance with the Statement Of Work scope desc ription (select all that apply ):

Routine Mechanical & E lectrical Equipment Operation

Electrical Distribution System Modifications (Compute r Room ) _____

Electrical Distribution System Modifications (Other )

Scheduled Preventative Maintenance

Unscheduled Maintenance & Repair

Component Repair & Replacement

System Upgrades & Modifications

Quality Control & Assurance

Training & T ravel for Cont ractor Personnel

Custodi al Services

6. Specific Tasks: Complete this section.

7. P lace of Performance: A ll work to be perfo rmed shall be at SMC Montgome ry, 401 East Moore D rive, Building 857, Maxwell AFB Gunter Annex, AL 36114, in accordance with the statement of work.

8. Period of Performance: The Period of Perfor mance (PoP) for this task shal l be f rom ____________________ to ____________________. No Technical Instruction’s PoP shall extend beyond the option year renewal date; al l TIs must be renewed at the beginning of any option year.

APPENDI X 10. Forma t For Technical I nstructions.

Contract Numbe r: XX-XXXXX-XXXX

1. Customer Points of Contact:

Name:

Bill Vandergriff, S ite Faci lity Manager

Organization:

DISA Computing Services, SMC Montgomery

Address:

401 East Moore Drive, Building 857, Maxwell AFB Gunter Annex, A L 36114

Phone No.:

334.416.3189

Email Address:

bi…