Solicitation-Preventive and Predictive Maintenance(R).doc

SPECIFICATION AND

BID FORMS

PROJECT

Preventive and Predictive Maintenance on Electric Motors

Central Heating & Refrigeration Plant

13th & C Streets, SW

Washington, D.C.

CONTACT PERSON

Ander Swanson

202-708-5973

ISSUING OFFICE

General Services Administration, Heating, Operation & Transmission District

13th and C Streets, SW. (WP21PO)

Washington, DC 20407

ISSUE DATE

MAY 12, 2010

PROPOSAL DUE DATE:

JUNE 10, 2010 – 2:00 P.M.

DELIVER TO

Bid Room (See Standard Form 33)

General Services Administration, NCR, Bid Room: 1074

301 7th ST, SW, Washington, DC 20407

SOLICITATION NO.

RFP: GS-11P-10-YM-C-0080

PROPERTY OF THE UNITED STATES GOVERNMENT. COPYING, DISSEMINATION, OR DISTRIBUTION OF THESE DRAWINGS, PLANS, OR SPECIFICATIONS TO UNAUTHORIZED USERS IS PROHIBITED.

Do not remove this notice. Properly destroy documents when no longer needed.

TABLE OF CONTENTS

SECTION A.

Solicitation / Offer and Award

I-A

A.1

NOTES TO OFFERERS

A.1.2

HOW TO REQUEST AND RECEIVE EXPLANATIONS AND CLARIFICATIONS ON THIS SOLICIATION

A.1.3

SITE VISIT REQUIREMENTS AND COORDINATION

A.1.4

LATE SUBMISSIONS, MODIFICATION, AND WITHDRAWL OF PROPOSALS

A.1.5

INCLEMENT WEATHER/UNANTICIPATED EVENTS

A.1.6

CONTRACTOR CHECKLIST

A.1.7 SPECIAL NOTICE

SECTION B.

Supplies or Services and Prices/Costs

I-B

B.1

DESCRIPTION OF REQUIREMENT

B.2

UNBALANCED PRICING

B.2.1

CONTINGENCY PRICING

B.2.2 PRICING OF OPTION

B.2.3 PRICING OF REQUIREMENT

SECTION C.

Description /Specification

I-C

C.1

BACKGROUND

C.2

STATEMENT OF WORK

C.2.1

CLIN 0001 – PREVENTATIVE MAINTENANCE OF MOTORS

C.2.2

CLIN 0002 – PREDICTIVE MAINTENACE OF MOTORS

C.2.3

INCIDENTAL REPAIR OF MOTORS

C.2.4

RE-COMMISSIONING OF MOTORS

C.2.5 AUTHORIZATION TO BEGIN WORK

C.2.6

COMMUNICATION PLAN FOR PM, TESTING AND REPAIR

C.2.7

PM, TESTING AND REPAIR PERFORMANCE

C.2.8

REPORTING, RECORDING & DOCUMENTATION

SECTION D.

Packaging and Marking

I-D

D.1

PAYMENT OF POSTAGE, SHIPPING, AND HANDLING FEES

D.2

MARKING

D.3

DELIVERABLES MEDIA

SECTION E.

Inspection and Acceptance

I-E E.1 THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR CONTRACT ADMINISTRATION, INSPECTION, AND ACCEPTANCE

E.1.1

CONTRACTING OFFICER (CO)

E.1.2

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

E. 2 FAR 52.246-4 Inspection of Services- Fixed Price. (Aug 1996) E.2.1 FAR 52.246-13 Inspection - Dismantling, Demolition, or Removal of Improvements. (Aug 1996)

SECTION F.

Deliverables or Performance

I-F

F.1

PLACE OF PERFORMANCE

F.2

TERM OF CONTRACT

F.3

PERIOD OF PERFORMANCE

F.4

SUBMITTALS OF MATERIALS TO BE USED

F.5

NOTICE REGARDING LATE DELIVERY

SECTION G.

Contract Administration Data

I-G

G.1

GOVERNMENT POINTS OF CONTACT

G.2

NOTIFICATION REGARDING ADMINISTRATIVE PROBLEMS

G.3 PAYMENT (General)

G.4

INVOICE SUBMISSION

SECTION H.

Special Contract Requirements

I-H

H.1

PERMITS, LICENSES, AND ADHERENCE TO LAWS

H.2

EMPLOYEE IDENTIFICATION

H.3

PRE-BID MEETING

H.4

SITE INSPECTION

H.5

NORMAL BUSINESS HOURS

H.6

COMPREHENSIVE ACCIDENT PREVENTION PLAN

H.7

CLEANINGNESS

H.8

SECURITY REQUIREMENTS (HSPD-12)

SECTION I.

Contract Clauses and General Provisions

II-I

I.1

THE SERVICE CONTRACT ACT OF 1965

I.2

CONTRACT CLAUSES

I.3

SAFETY AND HEALTH

SECTION J.

Technical Exhibits

III-J

J.1

PM GUIDE CARDS

J.2

INSPECTION TASK LIST

J.3

TESTING LIST

J.4

MOTOR LIST

SECTION K

Representations, Certifications and Other Statements of Bidders

IV-K

SECTION L.

Instructions, Conditions and Notices to Offerors / Bidders

L.1

GENERAL INSTRUCTIONS

IV-L

L.2

SUBMISSION OF QUESTIONS

L.3

INSTRUCTIONS FOR SUBMITTING PROPOSALS

L.3.1 Part I – PRICE PROPOSAL

L.3.2

PART II – TECHNICAL PROPOSAL

L.3.3

PART II – PAST PERFORMANCE QUESTIONNAIRE

L.3.4

PART II- CORPORATE EXPERIENCE QUESTIONNAIRE

L.4

ATTACHMENTS (GSA 527, DISCLOSURE OF LOBBYING ACTIVITIES)

SECTION M.

Evaluation Factors for Award

IV-M

M.1

EVALUATION AND BASIS OF AWARD

M.2

NO BID RESPONSE

RFP: GS11P10YMC0080

PART I - THE SCHEDULE

SECTION A

SOLICITATION/OFFER AND AWARD

I-A

SECTION A – SOLICITATION/OFFER AND AWARD

A.1 Notes to Offerors

The following information is provided to prospective Offerors in order to assist you with preparing your proposals. Please be advised that the following information does not excuse any prospective Offeror from being thoroughly familiar with the Solicitation requirements prior to submission of a proposal.

The General Services Administration, Heating Operations & Transmission District, (HOTD) is seeking a contractor to provide services necessary for the preventive and predictive maintenance of the electric motors within the Central Heating Plant, Washington, DC. The Contractor shall provide materials, labor and supervision to perform this project. This procurement is totally set-aside for small business vendors.

All solicitations and contracts issued or awarded on or after October 27, 2005, where contract performance requires contractors to have physical access to a Federally-controlled facility or access to a Federal information system, are subject to the Homeland Security Presidential Directive (HSPD-12) requirement.

FAR clause 52.204-9 - (included in full text), Personal Identity Verification of Contractor Personnel, which requires contractors to comply with the personal identify verification process for all affected employees in accordance with the terms of the contract is applicable to this requirement. The security package for all personnel to be employed on this contract is found in section H.10, of this solicitation.

In accordance with FAR, 52.222-8 - Payrolls and Basic Records, the Contractor shall submit weekly for each week in which any contract work is performed a copy of all payrolls to the Contracting Officer.

Submit your proposal by the date specified on the cover June 10, 2010 to:

Ander Swanson, Contract Specialist

U.S. General Services Administration

Bid Room: 1074 301 7Th St, SW Washington DC, 20407

Submit 3 signed copies of the SF 33, with the offeror sections completed.

Solicitation package contains the following:

· Cover Sheet

· Notice to Offeror Memo

· SF 33, Solicitation, Offer and Award (3 copies)

· Scope of Work and Drawings

· The Service Contract Act Wage Determination

· Contract Clauses

· Related Company Experience Sheet

· Past Performance Sheet

· Security Form

· GSA Form 527 – Contractor’s Qualifications and Financial Information

· Disclosure of Lobbying Activities

A.1.2 How to Request and Receive Explanations and Clarifications on this Solicitation

Before requesting an explanation or clarification to the Solicitation, please read the Solicitation in its entirety. In most cases the clarification will be given within the Solicitation itself.

Any prospective Offeror who requires an explanation or interpretation of the Solicitation should request a response in writing from the Contracting Officer identified in this Solicitation. Oral explanations or instructions given to a prospective Offeror shall NOT be binding on the Government. Any information given to a prospective Offeror concerning this Solicitation will be furnished promptly to all other prospective Offerors via an amendment to the Solicitation.

All requests for information or clarification should be submitted in writing to Ander Swanson via email at ander.swanson@gsa.gov prior to Thursday June 10, 2010 at 2pm EST.

Only the persons listed above are authorized to answer questions about this Solicitation. GSA is NOT responsible for any information provided about the Solicitation by any other source.

All questions regarding this Solicitation shall clearly identify the Solicitation number GS-11P-10-YM-C-0080 and the specific portion of the Solicitation from where the question is derived – for example, the section and paragraph citation (C.11). Questions that are vague, illegible, irrelevant to the Solicitation, or arrive after the cutoff date established above may not receive a response.

A.1.3 Site Visit Requirement and Coordination

A site visit is scheduled for Tuesday May 25, 2010 at 10am. In accordance with FAR 52.237-1, Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

The point(s) of contact for this site visit are Ander Swanson @ 202-708-5973 ander.swanson@gsa.gov and Nadir Wade @ 202-708-0064 nadir.wade@gsa.gov If you are planning on attending this site visit please notify the POC’s by 1pm Friday May 21, 2010 via email. Site visit attendee's will be required to present valid identification and sign in and sign out on logs provided. Hard hats must be worn during the walkthrough; therefore, all attendees are requested to bring hard hats. Please wear steel toe boots and bring a flashlight.

NOTE: Any verbal information provided during the walkthrough will not be binding on the Government. Please submit all questions in writing via email, to Ander Swanson at ander.swanson@gsa.gov prior to the date that will be provided at the site visit.

Prospective Offerors are responsible for arranging for and paying for their own travel, lodging, meals, and all other expenses incurred in conjunction with attendance at this conference and any subsequent building visit. No prospective Offerors shall be given preferential treatment as a result of their attendance or failure to attend the conference.

A.1.4 Late Submissions, Modification and Withdrawal of Proposals

FAR 52.215-1(c) (JAN 2004) states, in essence, that proposals, proposal modifications, and proposal withdrawals received at the address specified for receipt of offers will NOT be considered, unless the Offeror meets the requirements set forth in that provision (see Section L of this Solicitation for further information).

Offerors are strongly encouraged to allow sufficient time to mail, deliver, or hand-carry their proposals to the Bid Room prior to the closing date and time established for this Solicitation. Offerors who hand-carry their proposals will be required to sign in as visitors to the building, which will include providing identification, passing through security devices, and having all packages X-rayed or visually inspected. Offerors and/or their agents who fail to fully comply with GSA’s security practices may be removed from and/or denied access to the building.

A.1.5 Inclement Weather/Unanticipated Events

Should inclement weather or other unanticipated events occur that interrupt normal Government processes and require postponement of the scheduled closing date and time for receipt of proposals, the proposal closing date and time will be changed to the same time on the next Government workday, unless notification is given to the contrary by the Contracting Officer. Potential Offerors and other interested parties should reference FAR 15.208(a) regarding this issue.

A.1.6 Contractor Checklist To ensure the submission of complete bids and to avoid omissions that could result in your bid being nonresponsive, please check each of the following:

1. Have you rechecked your estimate? Are all items and amounts included?

2. Is bid amount entered in proper space provided on the SF-33, Solicitation, Offer and Award?

3. Have you completed the GSA Form 527, Contractors Qualifications and Financial Information?

4. Have you completed your Related Company Experience?

5. Have you provided 2 references to verify your Past Performance?

6. Have you acknowledged, on the SF-33, receipt of all amendments (if any) issued to the Specifications?

7. Have you properly completed and check the appropriate box of each bidder representation and certification on Representations and Certifications?

8. Have you properly completed the supplements to SF-33, including the Competency of Bidder Certification (where required)?

9. Do your subcontractors meet all applicable eligibility and qualification requirements?

10. Have you read the Stop Work/Termination Clauses for Service Contract Clauses in the specification?

11. Submission and acceptance of your bid commits you to complete your contract within the time specified. The contract provide for assessment of liquidated damages for each day’s delay beyond the contract time, for which a time extension is not granted.

12. Have you read the “Equal Opportunity” clause, and do you fully understand your obligations, regarding this requirement?

13. Have you properly complied with the appendixes to SF-33, including (if appended) The Notice of Requirements for Submission of Affirmative Action Plan to Ensure Equal Employment Opportunity?

A.1.7 Special Notice

Offerors/Bidders are notified that the GSA Regional Office Building, 7th & D Streets, SW, Washington, DC, is a controlled entry facility. If bids/offers are to be hand-carried to the location in Block 8 of the Standard Form 33, those individuals delivering the bids/offers will be required to sign in on a visitor's log and may be required to show proof of identification to the security personnel at the building entrance. As a result, Offerors/Bidders should ensure sufficient time is allowed to meet the aforementioned building security requirements so that their bids/offers are not submitted late to the location identified in Block 8 of the Standard Form 33.

RFP: GS11P10YMC0080

PART I

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

I-B

SECTION B – SERVICES/REQUIREMENT AND PRICES/COSTS

B.1 Description of Requirement

1. The Contractor shall furnish all management, supervision, manpower, material, supplies, and equipment (except as otherwise provided by the Government), and shall plan, schedule, coordinate and ensure effective performance of all services described in Sections B, C, D, E, F, G, H, I, and J of this Solicitation/Contract.

Offerors should carefully read the solicitation in its entirety before preparing their price proposals.

B.2 Unbalanced Pricing

Each Offeror is cautioned that its price proposal may be rejected as non-responsive to the Solicitation/Contract requirements if it is materially unbalanced as to prices for the initial contract period or any option period. A price proposal is considered to be materially unbalanced when it is based on prices that are significantly less than cost for some work and prices that are significantly overstated for other work.

B.2.1 Contingency Pricing

1. Offerors must not include contingency allowances to cover increased costs for which adjustments are provided under Federal Acquisition Regulation (FAR) clause 52.222-43– Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts) (SEP 2009).

2. For cost/price factors that are subject to variation, but are not subject to adjustment under FAR clause 52.222-32, Offerors may factor in contingency allowances.

B.2.2 Pricing of Options

Offerors shall price the option requirements for the four (4) additional option periods by assuming that the minimum hourly wages and fringe benefits established by the Administrator of the Wage and Hour Division of the United States Department of Labor for the initial 12-month period of performance will apply to the additional option periods of performance. In the event the Government exercises the option(s), the contract price(s) will be adjusted upward or downward at the time the option is exercised in accordance with FAR 52.222-44 entitled “Fair Labor Standards Act and Service Contract Act – Price Adjustment.”

B.2.3 Pricing of Requirement

1. The firm fixed prices quoted below shall be inclusive of all the Offeror’s direct costs, indirect costs, and profit. Offerors must include all costs associated with providing the services described in and required by the Solicitation/Contract in Sections B through J.

2. The Government shall not be responsible for compensating the Contractor for any costs tied to Solicitation/Contract requirements but not factored into the proposed prices, either by the Contractor’s intention or by mistake.

3. The contractor shall provide a firm fixed price to perform the work as specified under the terms and conditions of this specification. Along with the firm fixed price, the contractor shall submit a schedule of values for the project, including but not limited to material, labor and bonds.

PRICING SHEET

A. PRICE FOR BASE YEAR- BASIC SERVICES– FIRST 12-MONTH PERIOD:

Provide all management, labor, supervisions, mobilizations, equipment and materials to perform predictive and preventive maintenance as well as minor repairs / replacements on electrical motors at the CHRP as defined in Section C.2.1, Item 7. Base Scope of Work (lump sum) pricing is pricing for work performed on motors shown in Section J.4.

SCHEDULE (include applicable Federal, State and local taxes)

GRAND TOTAL BASE YEAR CLINS:

***Provide a price per item below not to be included in the pricing for basic services.*** Additional Task As-Needed (“Incidental Repair”): Provide all management, labor, supervision, mobilizations, equipment and materials to perform additional tasks on an incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these incidental repairs as defined in Section C.2.3.

Grand Total Base Year Incidental Repairs

The labor rates quoted below will be used as the basis for negotiating incidental repairs as defined in Section C.2.3.

Grand Total Base Year Labor

B. PRICE FOR FIRST OPTION YEAR – BASIC SERVICES- SECOND 12-MONTH PERIOD

Base Scope of Work (lump Sum): Provide all management, labor, supervisions, mobilizations, equipment and materials to perform predictive and preventive maintenance as well as minor repairs / replacements for electrical motors at the CHRP as defined in Section C.2.1, Item 7. Base Scope of Work (lump sum) pricing is pricing for work performed on motors shown in Section J.4.

SCHEDULE (include applicable Federal, State and local taxes)

GRAND TOTAL FIRST OPTION YEAR CLINS:

***Provide a price per item below not to be included in the pricing for basic services.*** Additional Task As-Needed (“Incidental Repair”): Provide all management, labor, supervision, mobilizations, equipment and materials to perform additional tasks on an incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these incidental repairs as defined in Section C.2.3.

Grand Total First Option Year Incidental Repairs

The labor rates quoted below will be used as the basis for negotiating incidental repairs as defined in Section C.2.3.

Grand Total First Option Year Labor

C. PRICE FOR SECOND OPTION YEAR – BASIC SERVICES- THIRD 12-MONTH PERIOD

Base Scope of Work (lump Sum): Provide all management, labor, supervisions, mobilizations, equipment and materials to perform predictive and preventive maintenance as well as minor repairs / replacements for electrical motors at the CHRP as defined in Section C.2.1, Item 7. Base Scope of Work (lump sum) pricing is pricing for work performed on motors shown in Section J.4.

SCHEDULE (include applicable Federal, State and local taxes)

GRAND TOTAL SECOND OPTION YEAR CLINS:

***Provide a price per item below not to be included in the pricing for basic services.*** Additional Task As-Needed (“Incidental Repair”): Provide all management, labor, supervision, mobilizations, equipment and materials to perform additional tasks on an incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these incidental repairs as defined in Section C.2.3.

Grand Total Second Option Year Incidental Repairs

The labor rates quoted below will be used as the basis for negotiating incidental repairs as defined in Section C.2.3.

Grand Total Second Option Year Labor

D. PRICE FOR THIRD OPTION YEAR – BASIC SERVICES– FOURTH 12-MONTH PERIOD

Base Scope of Work (lump Sum): Provide all management, labor, supervisions, mobilizations, equipment and materials to perform predictive and preventive maintenance as well as minor repairs / replacements for electrical motors at the CHRP as defined in Section C.2.1, Item 7. Base Scope of Work (lump sum) pricing is pricing for work performed on motors shown in Section J.4.

SCHEDULE (include applicable Federal, State and local taxes)

GRAND TOTAL THIRD OPTION YEAR CLINS:

***Provide a price per item below not to be included in the pricing for basic services.*** Additional Task As-Needed (“Incidental Repair”): Provide all management, labor, supervision, mobilizations, equipment and materials to perform additional tasks on an incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these incidental repairs as defined in Section C.2.3.

Grand Total Third Option Year Incidental Repairs

The labor rates quoted below will be used as the basis for negotiating incidental repairs as defined in Section C.2.3.

Grand Total Third Option Year Labor

E. PRICE FOR FOURTH OPTION YEAR- BASIC SERVICES– FIFTH 12-MONTH PERIOD

Base Scope of Work (lump Sum): Provide all management, labor, supervisions, mobilizations, equipment and materials to perform predictive and preventive maintenance as well as minor repairs / replacements for electrical motors at the CHRP as defined in Section C.2.1, Item 7. Base Scope of Work (lump sum) pricing is pricing for work performed on motors shown in Section J.4.

SCHEDULE (include applicable Federal, State and local taxes)

GRAND TOTAL THIRD OPTION YEAR CLINS:

***Provide a price per item below not to be included in the pricing for basic services.*** Additional Task As-Needed (“Incidental Repair”): Provide all management, labor, supervision, mobilizations, equipment and materials to perform additional tasks on an incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these incidental repairs as defined in Section C.2.3.

Grand Total Fourth Option Year Incidental Repairs

The labor rates quoted below will be used as the basis for negotiating incidental repairs as defined in Section C.2.3.

Grand Total Fourth Option Year Labor

F.

TOTAL PRICING

BASE YEAR GRAND TOTAL:

FIRST OPTION YEAR GRAND TOTAL:

SECOND OPTION YEAR GRAND TOTAL:

THIRD OPTION YEAR GRAND TOTAL:

FOURTH OPTION YEAR GRAND TOTAL:

TOTAL AGGREGATE: (BASE YEAR AND 4 OPTIONS):

RFP: GS11P10YMC0080

PART I

SECTION C

DESCRIPTION/SPECIFICATION

SCHEDULE A

I-C

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Preventive and Predictive Maintenance on Electric Motors at the Central Heating Plant Washington, DC

C.1

BACKGROUND

The contractor shall furnish all the necessary management, equipment, labor, mobilizations, supplies, chemicals, tools, supervision, supplies and material to perform preventive and predictive maintenance or repairs to approximately fifty-one (51) electric motors of varying weight, type, horse power, RPM and voltage level as specified herein for the U.S. General Service Administration, Heating Operation and Transmission District’s Central Heating and Refrigeration Plant (CHRP) located at 13th and C Street, S.W., Washington D.C.. The categories of work encompassing predictive and preventative maintenance (PM) include the following;

1. Physical Inspection of Electrical Motors

2. Performance Testing on Electrical Motors

3. Incidental Repair of Electrical Motors

4. Motor Re-commissioning (reassemble, reconnect, realignment and place back in service)

The General Services Administration Central Heating & Refrigeration Plant (GSA CHRP) provides steam and chilled water to over 100 government facilities in the Washington DC area. At the Central Plant, HOTD operates approximately fifty-one (51) electrical motors connected to various critical systems. The electrical motors are critical to HOTD’s mission of producing steam and chilled water and should be maintained to prevent motor failure and electrical faults which result in downtime and production losses. Predictive and Preventative Maintenance (PM) of the electrical motors will help to alleviate problematic faults caused from wiring and electrical connections as well as motor malfunction and inefficiency caused by physical degradation from wear and tear during daily operation. Performing predictive testing and preventative maintenance will provide historical data about each motor, benefitting both technicians and engineers alike. This will help to develop baseline data for each motor; thus increasing motor reliability and facilitating continuous steam and chilled water production.

· OBJECTIVE - The objective of this PM is to establish baseline motor conditions, reduce motor failure and downtime and to increase reliability of production by providing in-depth analysis leading to corrective action recommendations and corrective repair, when required. This document outlines the contractor’s responsibilities in performing preventative maintenance on specified electrical motors throughout the Central Heating and Refrigeration Plant. This document shall outline the necessary tests and inspections the contractor is to perform under the maintenance contract. The expected deliverables and acceptable standards of preventative maintenance practices are also outlined.

C.2

STATEMENT OF WORK

C.2.1 CLIN 0001 - PREVENTIVE MAINTENANCE OF ELECTRICAL MOTORS

The contractor shall furnish all the necessary management, equipment, labor, mobilizations, supplies and supervision to perform visual and physical inspection of all electrical motor components in the Central Heating and Refrigeration Plant. The contractor is required to perform a complete on-site mechanical inspection. The contractor shall conduct the physical inspection task for specified motors as they are made available. The physical inspection portion of the PM process shall include but not be limited to the inspection tasks (as they apply to the various types of electrical motors) listed in the CHRP Electric Motor Component Inspection List (refer to Section J.2). The contractor shall warranty all Preventive Maintenance (parts and services) and repairs performed for one (1) year from the date the work was performed.

1. Tours and Inspections:

The contractor shall tour the plant and inspect all specified motors a minimum of once per year depending on scheduling and motor availability. The inspection shall include a comprehensive visual and physical inspection. Inspection deficiencies within the realm of PM shall be noted and scheduled for repair or replacement in accordance with Section C.2.1, Item 7 - Minor Repair / Replacement. Inspection deficiencies outside the realm of PM shall be deemed an “Incidental Repair” and shall be addressed in accordance with Section C.2.3 - Incidental Repair of Electrical Motors. The contractor shall report all inspections performed in accordance with Section C.2.8- Reporting Recording and Documentation.

2. Schedule:

The contractor shall perform annual preventive maintenance on all of the electrical motors specified in Section J.4 granted that they fall under the appropriate contract year pricing (refer to Section C.2.1-C.2.4). The maintenance of some CHRP systems may need to be phased to ensure continued operation of the CHRP. The contractor shall coordinate the isolation and maintenance of these systems w/ GSA.

3. Basic Preventive Maintenance:

The contractor shall perform preventive maintenance on all motor components in accordance w/ the attached PM Guide Cards (refer to Section J.1). If the contractor has difficulty in identifying any specific components, GSA personnel shall accompany the contractor and “point out” the requested component. If before, during or after the performance of required PM, any component is found to be in a degraded condition and can not be made functional by normal PM procedures, that component shall be scheduled for repair / replacement in accordance w/ Section C.2.1, Item 7 - Minor Repair / Replacement or Section C.2.3 - Incidental Repair of Electrical Motors.

4. Basic Operation:

The contractor shall be responsible for the basic operation of equipment in the CHRP while performing all Preventive Maintenance.

5. Identification of Additional Components:

Due to the size and age of the CHRP, the contractor should expect to find minor discrepancies or errors in the CHRP Electrical Motor List(s) and maintenance records. The contractor shall notify GSA of discrepancies between the CHRP Electrical Motor List(s) and conditions encountered in the field. The contractor shall assist GSA in correcting this information. The contractor shall keep a log of significant CHRP components that are not listed as part of the Inspection or Electrical Motor list(s). This log shall be submitted anytime preventive maintenance is performed on a motor.

6. Reporting:

The contractor shall submit monthly maintenance reports in accordance with Section C.2.8- Reporting, Recording & Documentation.

7. Minor Repair / Replacement:

a. Identification of Minor Repair / Replacement Items:

During the course of the year, some CHRP components may need to be repaired or replaced. These faulty components may be identified through GSA inspections, contractor inspections or scheduled preventive maintenance. If the cost to repair or to replace the faulty component is less than $1000, the contractor shall provide all management, labor supervision, tools, chemicals, equipment, mobilizations, supplies and materials to make any necessary repairs or replacements at no additional cost to GSA.

b. Repairs vs. Replacements:

Generally the decision to repair or replace a particular item will be the contractor’s, subject to oversight by the Contracting Officer and his/her designated representative. Repairs will be permitted, provided that the intended function of a particular item is not compromised, and the level of safety is not reduced. However, the CO or COTR reserves the right to overrule the contractor’s decision.

c. Repairs and Replacements:

Repairs and replacements of existing equipment shall be made with parts that are provided by the original equipment manufacturer, approved by the original equipment manufacturer, or approved by GSA, and intended for use with the specific equipment. Substitutions of parts or materials shall be submitted to the COTR for review and approval prior to performing the work.

C.2.2 CLIN 0002 – PREDICTIVE MAINTENANCE OF ELECTRICAL MOTORS

The contractor shall furnish all the necessary management, equipment, tools, labor, mobilizations, chemical, supplies, supervision and material to perform predictive testing on all specified electrical motors in the Central Heating and Refrigeration Plant. The contractor shall perform predictive testing on all specified motors as they are made available. The predictive testing portion of the PM process shall include but not be limited to the static and dynamic tests (as they apply to the various types of electrical motors) listed in the PM Guide Cards (refer to Section J.1). Predictive testing results that warrant further investigation requiring the removal of a motor shall be deemed an “Incidental Repair” and shall be addressed in accordance with Section C.2.3, - Incidental Repair or Electrical Motors. The contractor shall report all testing methods and results in accordance with Section C.2.8 – Reporting, Recording & Documentation. The contractor shall warranty all Predictive Maintenance (parts and services) and repairs performed for one (1) year from the date the work was performed.

1. Testing Methods and Techniques:

The contractor shall perform the predictive tests outlined in Section J.3 (where applicable). The testing shall be carried out using industry recognized methods, techniques and equipment. The contractor shall refer to relevant industry standards for testing procedures, parameters and timeframes for obtaining accurate results for electrical motors and starters of varying size, type, manufacturer, HP, RPM, voltage level and loading characteristics. It is the contractor’s responsibility to ensure that all testing is performed under the correct testing conditions. (if necessary, consult manufacturers)

2. Schedule:

The contractor shall perform annual predictive maintenance on all of the electrical motors specified in Section J.4 granted that they fall under the appropriate contract year pricing (refer to Section B.2.3). The predictive testing of some CHRP systems may need to be phased to ensure continued operation of the CHRP. The contractor shall coordinate the isolation and testing of these systems w/ GSA.

Basic Predictive Maintenance (Testing):

The contractor shall perform predictive testing on all motor components in accordance w/ the attached PM Guide Cards (refer to Section J.1). If the contractor has difficulty in identifying any specific components, GSA shall accompany the contractor and “point out” the requested component. If before, during or after the performance of required testing, any component is found to be in a degraded condition, that component shall be scheduled for repair / replacement in accordance w/ Section C.2.1, Item 7 - Minor Repair / Replacement and the testing of that particular motor shall be rescheduled at a later date upon completion of the repair. The contractor shall note that any testing performed under basic PM and showing “suspect results” shall be justifiably designated as a candidate for further testing.

3. Basic Operation:

The contractor shall be responsible for the basic operation of equipment in the CHRP while performing all Predictive Maintenance Testing.

4. Reporting:

The contractor shall submit monthly maintenance reports with all testing data in accordance with Section C.2.8

5. Additional Testing:

The recommendation for additional off-site testing shall be based on initial results which justify further comprehensive testing. The contractor shall make these recommendations to the COTR with supporting data. The contractor shall provide GSA with all information as to the indication of each test and the negligible effects that they might suggest for the motor under consideration. The contractor’s recommendation is subject to the approval of GSA and shall be authorized by the CO. The CO or COTR reserve the right to overrule the contractor’s decision. Any additional testing shall be in accordance with the rules governing “Incidental Repair” (refer to Section C.2.3).

C.2.3 INCIDENTAL REPAIR OF ELECTRICAL MOTORS

1. “Incidental Repair” Defined:

As part of the services provided under this contract, the contractor shall perform incidental repairs when directed by the Contracting Officer (CO) or his/her designated representative. Incidental repair is defined as un-scheduled work required for the continued uninterrupted service of the motors or to restore a motor to normal operation after a problem or failure has been identified. Any work requiring off-site removal shall also be considered an “Incidental Repair”. Incidental repairs will be separate from the base services

2. Identification of Major Repair and Replacement Items (“Incidental Repairs”):

The contractor will be responsible for making incidental repairs as they are reported or identified thru GSA and/or contractor inspections or scheduled maintenance. The contractor is fully liable for repairs costing $1,000 or less, and for the first $1,000 for any other repairs that are over the $1,000 threshold. The contractor’s cost, for this purpose, will be the actual cost to the contractor for parts and materials, as documented by invoices, plus any additional hours required to complete the repair plus actual cost of subcontract labor (verified by an invoice) the “shipping, handling, overhead and profit coefficient”. Hours for productive personnel already on duty shall not be used to determine the repair liability.

Example: The additional services and repair rate is $40 per hour. The additional shipping, handling, overhead and profit coefficient is 5%. A piece of equipment needs to be repaired. The contractor’s $1,000 liability shall be determined as follows:

Amount Applied to $500 Liability

3. Methods of Accomplishing Repairs:

If the contractor estimates a repair to cost more than $1,000 but less than $25,000, the contractor shall immediately (within 24 hours) furnish the COTR with a price proposal to make the needed repair. If the repair is to cost more than $2,500, and a subcontractor is required for a larger portion of the repair, the COTR may require the following:

· The contractor to furnish three (3) competitive bids from subcontractors.

· Likewise, if the job requires a part, component, or piece of equipment costing more than $2,500, the contractor must furnish three (3) competitive bids from suppliers.

In all cases, the contractor must make every effort to obtain the best price available to the Government.

If the COTR determines the cost proposal to be fair and reasonable, the CO will either order the work from the contractor or the COTR will defer the repair. If the CO or COTR determines that the cost is not fair and reasonable, they shall attempt to negotiate a lower price. If a fair and reasonable price cannot be negotiated expeditiously, the CO may direct the repair to be performed through a unilateral modification to the contract, using a price determined by an independent Government estimate. In this event, the contractor has the right to place a claim for additional payment per the Disputes clause of the contract.

If the CO/COTR does order the work from the contractor, the approval may be verbal for repairs priced at less than $2,500. For repairs priced at $2,500 or more the CO must issue a GSA form 300. The Government shall deduct the $1,000 repair liability from the contractor’s payment for the repair.

Repairs costing more than $100,000 shall not be the responsibility of the contractor (unless negligence or error on the part of the contractor is involved). The Government shall not order such repairs to be performed under this contract, nor shall the $1,000 repair liability deductible be applied to such repairs.

4. Motor Removal as it Pertains to Incidental Repairs:

The contractor shall note that removal of any motor shall be preceded and supported by prior testing or inspection results. The contractor shall inspect motor environment and assess the best means of removing the motor. This assessment shall include but not be limited to mobilization, rigging capability, freight elevator accessibility and alley accessibility. The contractor shall note that motor removal methods, rigging and breakdown are subject to GSA approval. The Government reserves the right to alter removal methods based on plant activities and area accessibility.

5. Additional Task Orders:

During the course of the year, GSA may require additional repair services that are not included in the base services contract lump sum pricing. This additional work may be identified through GSA inspections, contractor inspections, or scheduled predictive and preventive maintenance (See C.3.2.2). If this work is not included in the base contract lump sum pricing, the contractor shall provide GSA a task-order proposal to perform the necessary work. GSA will define the desired schedule for each specific task order to coordinate the contractor’s work with that of GSA personnel and/or other contractors. GSA will endeavor to provide at least one weeks advance notice to the contractor for each specific task-order, but the contractor may be requested to provide services on shorter notice if the task is of an urgent high priority nature. The contractor may be directed to defer or reschedule maintenance services provided under the base contract lump sum pricing in order to accommodate task order requests by the Contracting Officer.

Incidental Repair Task-order Proposal Procedure:

All orders for incidental repair work must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies and Services. The GSA Form 300 will describe the service to be provided and will establish the maximum number of hours and material costs for which the contractor will be compensated. The ceiling specified on the GSA Form 300 may not be exceeded without written approval from the Contracting Officer (CO) or his/her designated representative.

6. Incidental Repair Work and Acceptance Guidelines:

When authorized to perform an incidental repair, the Contractor shall ensure that time spent on the job is accounted for and that the service technician checks in and out with the CO or technical representative prior to commencing or completing work.

The Government reserves the right to furnish any or all parts and materials required for a particular repair by the contractor as Government-Furnished property. If the contractor furnishes the parts or materials, the price to be paid shall be based on an established catalog of list prices, less all applicable discounts. In no event shall such a price be in excess of the contractor’s sale price to his most favored customers for the same item in like quantities or current market price, whichever is lower.

The contractor will be compensated as follows for incidental repair services;

a. Labor Costs: The contractor will be reimbursed for labor hours spent on the repair, as evidenced by the work log and recorded on the GSA Form 300, at an hourly rate for incidental repair services as established under this contract.

b. Material Costs: The contractor shall be reimbursed by the Government for all material costs recorded on the GSA Form 300 for each incidental repair.

c. The contractor will provide GSA with a “Work Order” that specifies which repair mobilizations will occur and possible completion times. On this “Work Order”, the contractor will depict the price for the repair mobilization or time & materials.

d. Upon completion of repairs, the designated GSA Representative will inspect the work and provide an initial acceptance. Initial acceptance does not guarantee payment, but begins the acceptance process.

e. After initial acceptance, both the contractor and the GSA Representative will observe the operational testing of the equipment that was repaired.

f. If the repair has been deemed acceptable and the associated equipment/system is operational, the contractor is allowed to provide GSA with an Invoice for the full amount of the repair. Also, GSA will provide a favorable Inspection Report.

g. The contractor WILL NOT be reimbursed for material handling charges. Contractors shall submit copies of invoices to CO for verification of material costs for each incidental repair.

C.2.4 MOTOR RECOMISSIONING

1. Reconnecting, Placing Motors back In Service and Testing:

Upon completion of Preventive and Predictive Maintenance or “Incidental Repair”, the contractor shall ensure that all motors are reconnected and installed to facilitate proper operation that meets manufacturer specifications.

The contractor shall take all safety factors into consideration when re-energizing circuits and placing motors back in service (i.e. lock out/tag out, clearing dangerous areas, getting authorized approval..etc.)

The contractor shall verify that motors are operating correctly and have no issues with alignment, base susceptibility, electrical connections, bearings, vibration…etc.

When placing motors back in service, the contractor shall test run the motor under no load conditions, perform condition monitoring and perform all appropriate tests to verify acceptable motor functionality. Note that the contractor shall notify GSA personnel and receive GSA approval prior to putting any motor back in service, energizing any associated circuitry or operating any motors.

C.2.5 – AUTHORIZATION TO BEGIN WORK

The contractor shall acquire GSA authorization to commence work or begin testing or inspection of any motor. The contractor shall not perform any unauthorized work. If the contractor performs unauthorized work, he / she can be held liable.

Once the contract is awarded, the contractor will be allowed to bring personnel on-site to become familiar with the operation of the equipment and systems covered under this contract. The purpose of this phase is to allow the contractor the opportunity to make necessary preparations to perform the specified PM tasks.

Upon completion of task, the contractor shall verify that motors are in…