HC Bethesda Campus IDIQ_Specialty Contract - Statement of Work.docx

Office of Research Facilities Division of Facilities Operations & Maintenance

Statement of Work

PROJECT TITLE:

FACILITY PREVENTATIVE AND GENERAL MAINTENANCE AND REPAIR SERVICES FOR HIGH CONTAINMENT FACILITIES C.1.1. BRIEF DESCRIPTION of SUPPLIES or SERVICES This contract is intended for NIH Bethesda Campus High Containment facilities establishes both a fixed- cost preventative maintenance (PM) program and flexible Indefinite Delivery/ Indefinite Quantity component for as-needed services. The fixed cost portion ensures a consistent program of regularly scheduled preventative maintenance for critical facility systems to maintain operational readiness. The IDIQ portion provides an optional mechanism for ordering services beyond routine PM, including evaluation, repair, and/or replacement of systems including but not limited to Uninterruptible Power Supply (UPS), HVAC Systems, and Switchgear; the maintenance, testing, and certification of HEPA filters; and architectural construction and architectural construction and finish repairs for designated buildings.

This contract shall comply with industry standards for optimum operation, economy, and equipment life. The contract is intended to establish a timely, cost effective general and preventative maintenance and repair management program which will ensure compliance with industry, regulatory and certification requirements. This contract also provides for rapid response to emergency situations to ensure continuity of operations and mitigate risks to personnel, facilities, and the research mission.

The selected contractor(s) shall have subject matter expertise and provide all resources necessary to perform the specific requirements as defined in the Task Orders. Selected contractor shall adhere to practices which will ensure the highest industry standards of performance, safety, and most energy efficient operation of the equipment and systems, and as necessary to prevent compromise to the facility environment through system failure.

The contractor shall furnish all personnel, facilities, equipment, materials, supplies, supervision, and services and otherwise do all things necessary for, or incident to, performance of these requirements in accordance with the statement of work (SOW) provided in Section C of this master IDIQ contract and all TOs issued against this master IDIQ contract.

C.1.2. PERSONNEL QUALIFICATIONS/CERTIFICATIONS

a. Purpose

The purpose of this contract is to provide comprehensive preventive maintenance, general maintenance, capital replacement, and repair services for critical facility systems at NIH Bio Safety Laboratories. The Contractor shall ensure these systems operate safely, efficiently, and in compliance with NIH and applicable regulatory requirements.

b. General Requirements

The Contractor shall provide all labor, materials, equipment, supervision, and sub-contracting as necessary to perform the services outlined below. These services include preventive maintenance, capital replacement planning, system repairs, and replacements for systems listed in Section 4.0 of this document. All work shall be compliant with NIH cybersecurity standards and applicable codes and regulations.

i. Task Deliverables

· Preventive Maintenance Program Development

· Review existing preventive maintenance plans for all listed systems.

· If no active plan exists, develop a plan based on current industry’s best practices.

· Provide the government with a list of inspection points for integration into the Integrated Workplace Management System (IWMS).

· Provide recommendations for repair/replacement from maintenance evaluation.

· Troubleshoot Services

· Provide report and proposal for repair

C.1.3. PROJECT MANAGER

Contractor shall assign a project manager (PM), capable of representing the contractor in all matters related to successful completion of all task orders satisfactory to the PO.

The Account Representative:

· Shall be the single point of contact

· Subject to approval of NIH project officer.

· Must have a minimum of five years managing facility maintenance related contracts.

· Shall be single point of contact for the duration of the contract. Comment by Patel, Parth (NIH/OD/ORF) [E]: If we don't have full time work not sure if needed. i think single point of contact and provide a response time of 2 days or so.

a) Shall have a response time within 2 business days

· Shall represent the contractor, and all directions given to the project manager shall be as if given to the contractor.

· Shall be readily available to provide information and assistance as the need may arise to NIH. The contractor may not replace the project manager without prior written notification to the PO.

a) If the PM is replaced, the Contractor must notify the CO and COR, in writing no later than fourteen (14) calendar days before projected departure date. The Contractor shall submit, for review and approval to the CO of the replacement PM’s resume; resumes must be submitted with ten (10) calendar days of PM vacancy. Comment by Patel, Parth (NIH/OD/ORF) [E]: ?

C.1.4. CONTRACT SPECIFICS

a) Locations: The contractor shall provide evaluation, preventative and general maintenance, emergency and repair services for facilities with biosafety level (BSL) laboratories for NIH Bethesda Campus.

b) Preventative/ General Maintenance: For all systems listed in the Appendix., the intent is for the contractor or their qualified sub-contractor to be capable of the following tasks:

i. Review each system for an existing preventive maintenance plan C.1.1. If the government does not have an active maintenance plan in place, propose in accordance to industry practices.

C.1.2. Provide frequency, inspection point list to the government for integration into the IWMS. Comment by Patel, Parth (NIH/OD/ORF) [E]: Provide frequency, inspection point list,

ii. Capital replacement of critical facility systems, beyond systems included in Appendix.

iii. Equipment preventive maintenance C.1.1. Provide an overall critical parts list, assessment of system components and provide a list of inventories of long lead spare parts for critical systems Comment by Patel, Parth (NIH/OD/ORF) [E]: This is going to be difficult to cost. We can ask for a list but to maintain would get expensive. Comment by Patel, Parth (NIH/OD/ORF) [E]: Combine to just provide a list of critical parts C.1.2. Completing/conducting comprehensive system PMs, while minimizing down time to system or facility C.1.3. Provide monthly and quarterly schedules of PMs Comment by Patel, Parth (NIH/OD/ORF) [E]: Provide a monthly or quarterly schedule for PMs

c) Troubleshooting Services: Preventive maintenance activities reveal atypical conditions or equipment deficiencies; the Contractor shall perform diagnostic troubleshooting to identify root cause and system impact. The Contractor shall document all findings and notify the Government or authorized representative with recommended corrective actions.

i. Provide hourly rates for each system listed in Appendix.

ii. Maintain staff support associated with each facility system listed in Appendix.

iii. Shall be responsive from the reported issue(s):

1. Request/ Inquiry: Comment by Waseem, Abbia (NIH/OD/ORF) [E]: Response times for contract holder Comment by Patel, Parth (NIH/OD/ORF) [E]: Oh i think we can use that for general response time. For an request or inquiry Project manager to respond within 2 days or something. And then On site time for troubleshooting should possibly also be listed 2 days or something.

a. During work hours: Monday-Friday from 7 am- 4 pm

i. Response Time: 2 business days

b. During off-hours: Weekends, Holidays, Monday-Friday 4 pm- 7am

i. Response Time: 2 business days

2. On- Site Troubleshooting:

a. During work hours: Monday-Friday from 7 am- 4 pm

i. Response Time: 1 business day

b. During off-hours: Weekends, Holidays, Monday-Friday 4 pm- 7am

i. Response Time: 2 business days

d) Projects/ IDIQ: Contractor must be capable of executing additional maintenance and repair services as specified under follow-on Task Orders related to NIH Bio Safety Laboratories. Task Orders may include but not limited to planned annual testing activities for emergency power systems, including generator operational testing and associated SCADA support. These services will be scoped, scheduled, and managed in coordination with the Contracting Officer’s Representative (COR) and/or Facility Manager.

i. Include repairs in the event of failed component(s) or part(s)

e) Option to Extend for Additional Contract Year: The Government may extend the term of this contract by exercising one or more option periods identified below. The Contracting Officer may exercise the option by providing written notice to the Contractor within the time period specified below, provided that the Government determines that continued performance is in its best interest and that funds are available.

i. Base Contract Period: The Base Period of this contract shall be one (1) year from the effective date of award.

ii. Option Years: The Government reserves the unilateral right to extend the contract for additional one-year periods by exercising option years. Each option year shall include the full scope of work, terms, conditions, and requirements established under this contract unless otherwise modified in writing by the Contracting Officer. The contract may be extended for up to 4 additional option year(s), resulting in a total potential contract duration of 5 years.

iii. Exercising Option: The Government may exercise an option year by issuing written notice to the Contractor no later than 60 calendar days before expiration of the current contract period. The exercise of an option shall be at the sole discretion of the Government and shall be contingent upon:

· Continued Government need;

· Satisfactory Contractor performance; and

· Availability of funds.

f) Documentation/Reporting

i. Maintenance Records

· Document all maintenance activities in the NIH IWMS system using provided tablets.

· Maintain records of inspection, repairs, replacements, and PM schedules.

ii. Compliance

· All documentation and design work must comply with the latest NIH design policies, guidelines, and national/international codes and regulations.

· Contractor(s) must remain current with NIH security requirements and ensure all work is performed in accordance with cybersecurity standards.

iii. Problem Solving and Support

· The Contractor is expected to work collaboratively with NIH personnel to proactively resolve technical issues and implement effective solutions during the contract period.

C.1.5. GENERAL REQUIREMENTS

a. The services described or specified shall not be deemed to be all encompassing having the effect of excluding services not specifically mentioned but necessary to execute the contract.

b. Problem Solving - Inherent with the performance of the Contractor services is the cooperation, advice and actions necessary to identify, resolve, and implement expeditious solutions to problems arising during the execution of the project.

c. Contractor shall coordinate and schedule work with COR/FM/PO prior to commencing work.

d. Contractor shall perform work during SPECIFIC AVAILABLE HOURS provided/agreed upon by the end user staff, the Facility Manager, and Project Officer.

e. All required shutdowns and lock out tag outs shall be coordinated with Facility manager or designee. System shutdowns require a minimum of 14 days’ advance notice which must be coordinated and approved by the Facility Manager before work can begin. This notice period is waived in the event of an emergency requiring an immediate shutdown to prevent injury, equipment damage, or compromising the facility environment. All emergency shutdowns must be coordinated in real-time with the COR or Facility Manager.

f. After-hours work is to be expected in order to complete this contract.

g. Contractor shall provide all materials and supplies to complete all required tasks.

h. All materials and equipment incorporated into the work shall be new and for the purpose intended, unless otherwise specified, and all workmanship shall be of good quality and performed in a skillful manner as determined by the Contracting Officer.

i. Contractor shall be responsible for cleaning the work site and any other parts of the equipment subject to dirt/dust impacted by the Contractor’s performance of work. All job sites shall be clean, orderly, and free of debris upon completion of work and/or at the end of each day that work is in progress.

j. Unless specified otherwise in the Task Order, all documents prepared under this contract shall comply with the latest edition of the applicable design policies, guidelines and standards. Many of the applicable design policies, guidelines and standards at the time of award are available on the Web at

a. http://orf.od.nih.gov/PoliciesAndGuidelines/

b. The Contractor shall also comply with the latest edition of all applicable National and International codes, standards and regulations.

c. NIH Security: All Contractor vehicles, including delivery trucks and vans, will be inspected before being allowed on campus and will be asked to show a photo ID and state the purpose of their visit.

i. Follow the procedures listed at http://security.nih.gov

ii. Be sure to allow extra time for this vehicle inspection procedures

iii. Bethesda Campus: Badging - The NIH Badge (NIH Legacy Badge), not to be confused with the HHS ID Badge, is an identification credential issued to individuals who are in a short-term or intermittent position that requires physical access to the NIH campus and/or facilities. The contractor and subcontractor(s) shall wear their NIH issued ID badge prominently at all times while on campus.

1. NIH ID Badge Process and the following link:

2. http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/default.aspx

3. Extended Visitor Badge Program - NIH has implemented new policies and procedures for issuing Extended Visitor Badges to individuals such as Service Providers, Board Members, Constructions Workers and others who are not registered in the NIH Enterprise Directory (NED) and may need frequent physical access to NIH facilities. All position classifications at NIH, along with examples, can be viewed by clicking on the following link:

4. https://orsweb.od.nih.gov/sites/dpsac/Internet%20Site%20Documents/NIH%20Badging%20Authority%20by%20Classification%20Table%20(rev.%2010-21-14).pdf

k. Parking: The NIH campus has extremely limited parking and very little site construction staging area. Considerations include the following:

i. Construction workers are strictly prohibited from parking their personal vehicles on the NIH campus. The NIH requires that contractors provide off-site parking and shuttle service for their workers for the duration of their project. This cost shall be borne by the contractor.

ii. Properly marked company vehicles and equipment required in the performance of the work shall be permitted to park within the project approved staging area(s). Personal vehicles are prohibited from parking within the staging areas.

iii. The NIH campus is surrounded by urban neighborhoods that are sensitive to construction activities, particularly noise, truck traffic and thus has restrictions on work hours. The surrounding neighborhoods are very sensitive to contractor personnel parking on the residential streets. The contractor shall take appropriate measures to mitigate parking by contract employees in the surrounding neighborhoods.

l. Invoicing Instructions: Per procedures on the contract.

m. Safety: NIH is committed to providing a safe environment for its employees, guests, and patients. Safety, as demonstrated during previous contracts, may be used in the performance evaluation of a Contractor’s ability to build, design, construct, develop, field or operate a system, building or facility.

i. The Contractor shall provide a site-specific accident prevention plan that identifies hazards for the various features of work described in section C of each task order scope of work.

ii. The Contractor and all subcontractors that will be conducting work at NIH under the contract shall schedule and attend safety training provided by the Division of Occupational Health and Safety.

iii. OSHA 10-hour outreach certification is required for all on-site personnel performing field work and one First Aid certified person for every 10 employees on-site is required.

iv. Contractors and all subcontractors that will be conducting work at NIH under the contract are required to enroll in the Contractor Safety Assessment Program (CSAP) within 10 calendar days from the receipt of award.

v. This program is used to assess contractor’s commitment to safety through a review of lagging and leading indicators. Contractors with low assessments scores will be required to address program deficiencies prior to being issued a Task Order. Task Orders over $100,000.00 that are not self-performed by the prime contractor will be required to complete the CSAP for each performing subcontractor.

vi. The assessment process requires the following items:

· Company Information

· Insurance Experience Modification Rate (EMR)

· General Liability Claims

· OSHA Citation History (previous three years)

· Safety Management Systems

· Safety Program Elements

vii. To enroll in CSAP:

· Log onto the application at: http://www.constructsecure.com

· Create an account

· Enter the required safety information.

viii. There is no fee to complete the assessment.

Appendix:

Facility Systems Comment by Patel, Parth (NIH/OD/ORF) [E]: Maybe remove this as C and list as appendix Comment by Patel, Parth (NIH/OD/ORF) [E]: And note that the bullets are the minimum required PMs

· Systems for providing maintenance, include, but are not limited to the following for the minimum required PMs:

i. Uninterruptable Power Supply (UPS) Systems

· Conduct preventive maintenance and full system diagnostics including battery inspection, thermal scanning, capacitor health, fan status, and alarm history.

· Verify proper voltage, load balancing, bypass functionality, and communication interfaces.

· Provide proposal for replacement of consumables (e.g., batteries, fans) as needed.

· Maintain logs of all test results and service records.

ii. Variable Frequency Drives (VFD)

· Inspect VFD units for proper function, signal integrity, and controller interface.

· Check for fault codes, load harmonics, and insulation resistance.

· Provide proposal for fan and capacitor replacement based on predictive analytics.

· Verify VFD-to-motor alignment and system response under load.

iii. Switchgear

· Perform detailed visual and mechanical inspections of all switchgear components.

· Test protective relays, contact resistance, insulation resistance, and arc flash boundaries.

· Clean and lubricate switchgear components as appropriate.

· Execute annual infrared (IR) thermography scans to detect hotspots and potential failures.

iv. PH Neutralization Tank

· Test pH sensors and calibration systems for accuracy and functionality.

· Verify chemical dosing systems are functioning correctly and make adjustments as needed.

· Check all mechanical components (mixers, pumps, valves) for performance and leaks.

· Maintain compliance logs for environmental safety.

v. Sewage Sump Pumps (Pit Systems)

· Inspect and test float switches, alarms, and pump operation.

· Perform annual cleaning for pump pits and check valves to prevent clogging.

vi. Cold Rooms

· Inspect temperature sensors, alarms, and control systems.

· Calibrate temperature controls to ensure accuracy within ±1°C.

· Check refrigerant levels, compressors, evaporators, and defrost systems.

· Clean condenser coils and ensure door gaskets and seals are intact.

vii. Air Compressors and Air Purifiers

· Inspect oil levels, belts, filters, dryers, and condensate drains.

· Test safety shutdowns and control logic.

· Monitor air purity and pressure levels in accordance with system demand and specifications.

· Perform vibration analysis and thermal scanning on rotating components.

viii. Electrical System Infrared (IR) Scans

· Perform scheduled thermographic inspections of panels, breakers, conductors, and terminations.

· Identify and document potential faults such as loose connections, overloaded circuits, or heat anomalies.

· Generate detailed IR reports with imagery, issue descriptions, and recommendations.

· Immediately notify the Facility Manager of any critical heat signatures.

ix. Steam Traps

· Conduct ultrasonic and temperature-based testing to confirm functionality.

· Identify and provide proposal for failed-open or failed-closed traps.

· Identify defective traps and provide proposal for repair and system balancing verification. Comment by Patel, Parth (NIH/OD/ORF) [E]: If we have on hand we can have them replace or possibly just list as identify

· Maintain performance records and conduct periodic efficiency reviews.

x. Control Systems and SCADA Integration Support

· Services include on-site support during four annual planned testing activities (e.g. generator load testing, building verification test). Support includes verification of alarms, trends, sequences of operation, communications and post-test restoration

· Provide engineering support and technical support for SCADA associated with covered equipment

xi. Wattstopper Lighting Controls

· System Monitoring & Diagnostics: Remote or on-site system health checks, investigate communication or device issues, and performance reporting.

· Software Updates & Programming: Firmware/software updates, reprogramming of schedules and control sequences, and adjustment of system settings as space needs change.

· Preventive Maintenance & Calibration: Inspection and calibration of sensors, time schedules, daylight harvesting settings, and lighting zones to ensure proper operation and code compliance.

xii. Backflow Preventers

· Conduct annual testing and certification as required by local code and NIH policy.

· Inspect for leaks, corrosion, and proper valve function.

· Provide proposal for repairs/replacements of any failed backflow preventers.

· Submit reports documenting serial number, location, test results, and compliance.

Each system listed above is mission-critical to NIH facility operation and biosafety compliance. The Contractor shall ensure that all services meet regulatory standards, provide documentation via NIH’s work plan of expected repair and impacts 2 weeks prior to planned repair to ensure downtime is minimized, and support continuity of operations across the institution’s Bio Safety Laboratories. Comment by Patel, Parth (NIH/OD/ORF) [E]: how?

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