HECSA OPERATIONS MAINTENANCE (OM) PWS.pdf

Performance Work Statement (PWS)

United States Army Corps of Engineers

Humphreys Engineer Center Support Activity

Facility Operation & Maintenance (O&M) Services

Humphreys Engineer Center - Operation & Maintenance Services

C.1.0 - Introduction

C.1.1. - Background

C.1.2. – Scope of Work

C.2.0. - General Requirements

C.2.1. - Key Personnel

C.2.2. - Identification of Contractor Employees

C.2.3. - Period of Performance

C.2.4. - Place of Performance

C.2.5. - Hours of Operation

C.2.6. - Recognized Holidays

C.3 - Performance Requirements

C.3.1 - General Requirements for all Buildings

C.3.1.1 – Inventory of Buildings, Other Structures, and Equipment

C.3.1.2 - Service Calls

C.3.1.3. - Preventative / Periodic Maintenance

C.3.1.4 – Carpentry

C.3.1.5 - Signage

C.3.1.6 - Painting

C.3.1.7 - Plumbing

C.3.1.8 - Electrical, Medium & High Voltage

C.3.1.9 - Locksmithing

C.3.1.10 - HVAC Systems

C.3.1.11. - Interior Fire Alarm System (IFA)

C.3.1.12 - Environmental

C.3.1.13 - Water Chemical Treatment

C3.2 - Specific Building Requirements ................................... Error! Bookmark not defined.

C.3.2.1 - Bldg. 2592 / 2592A, Cude & Cude Annex

C.3.3 - Periodic Progress Meetings

C.4 – Special Requirements

C.4.1. - Government Furnished Items

C.4.2. - Contractor Furnished Items

C.4.3 - Quality

C.4.3.1 - Quality Control

C.4.3.2. - Quality Assurance

C.4.4 - Security Requirements

C.4.4.1 - Local Security Policy

C.4.5 - Accident Prevention

C.4.5.1 – Accident Prevention Plan

C.4.6 - Replacement, Modernization, Renovation

C.4.7 - Equipment under Manufacturer's or Installer's Warranty

C.5.0. - Required Submittals

C.6 - Performance Evaluation

C.7 - Applicable Publications

C.8 - Technical Exhibit List / Appendices / Attachments

Appendix A - Definitions

Appendix B - Acronyms

Appendix C – Key Personnel Qualifications

Performance Work Statement (PWS)

Humphreys Engineer Center – Facility Operation & Maintenance (O&M) Services

C.1.0 - Introduction The intent of this PWS is to obtain the support services required to sustain and restore real property assets, to include all plant, property, and equipment for the Humphreys Engineer Center (HEC) located in Alexandria, VA.

C.1.1. - Background The United States Army Corps of Engineers (USACE) serves the Armed Forces and the Nation by providing vital engineering services and capabilities, as a public service, across the full spectrum of operations, from peace to war, in support of national interests. Corps missions include five broad areas:

Water Resources - In support of Nations interests, build broad-based relationships and alliances to collaboratively provide comprehensive, systems-based, sustainable and integrated solutions to water resources national and international challenges.

Environment Focus - USACE talents and energy to sustain the environment, to enable our worldwide missions and secure the future.

Infrastructure - Build and sustain critical infrastructure facilities for military global missions, nation's water resources and growing security objectives.

Homeland Security - Build USACE capabilities to support growing national homeland security missions, protect critical infrastructure and rapidly deploy homeland security teams for missions in all hazards environments.

War fighting - Shape USACE capabilities and structure to provide highly adaptable and effective support of the National Defense Strategy and the National Military Strategy.

HEC is a US Army Corps of Engineers installation consisting of 583 acres. It is located approximately 19 miles south of USACE Headquarters in Washington, DC. The property is immediately adjacent to, but not part of, the Fort Belvoir Military Reservation.

HEC is a US Government property with no public residences or businesses within its boundaries. Humphreys Engineer Center is an Army Corps of Engineers civil works installation primarily concerned with administrative activities supporting its tenant organizations and USACE. It is primarily an administrative and research facility.

There are fourteen existing buildings plus one (1) loading dock. The total gross square footage is approximately 325,000 square feet. Two buildings house most of these administrative and research activities. The Kingman Building, constructed in 1973, is four-story precast stone building and the Casey Building, constructed in 1982, is a two story precast stone building.

These two buildings accommodate administration and training activities. Research and development activities are located in the one-story, brick-faced Cude Building, which was constructed in 1974. A matching addition to the Cude Building was erected in 1988 as a sensitive compartmented information facility (SCIF). The remaining facilities at HEC consist of administrative offices, several smaller maintenance and warehouse buildings, and three concrete bunkers. The concrete bunkers are presently used for administrative and laboratory space.

The real property facilities report identifies the installation facilities and is provided in Technical Exhibit 1.

C.1.2. – Scope of Work The Contractor shall furnish all labor, supervision, tools, materials, equipment, incidental engineering, transportation, and management necessary to support a safe, efficient, cost effective O&M Program.

The O&M Program for the Humphreys Engineer Center shall be effected in accordance with applicable Federal standards and recognized industry standards for facilities of similar type, age, and physical condition and shall, at a minimum, include sustainment and repairs for all plant, property, and equipment including equipment operation, recurring equipment inspections, and preventive maintenance; energy management services, sanitary sewers, storm sewers, external lighting, relamping of light fixtures, portable and installed fire protection equipment, promotion and supervision of fire prevention programs, assembly/disassembly of office furnishings, signage, service calls for minor repairs, minor alterations and emergency response.

O&M Program Limitations. EXCLUDED from the O&M Program are the following services:

Office IT Equipment and Cabling, Communications Equipment, Gases, Heating Fuels, Electricity, Water Metering, and Distribution Systems; Paper Shredding*, Elevator Maintenance, Security Barrier Maintenance, Solid Waste Management, Recycling, Window Washing, Custodial Services, Grounds Maintenance and Landscaping, Snow Removal and Pest Management.

*Bldg. 2592 requires maintenance on paper shredding equipment; however, no paper shredding services are required.

C.2.0. - General Requirements The O&M Program shall, at a minimum, include the following elements:

Insurance: Insurance shall be required in accordance with FAR 52.228-5, Insurance-Work on a Government Installation. The amount of insurance required is described in FAR 28.307-2, Liability.

Wage Determination: This work is subject to the Service Contract Act (SCA). The applicable SCA Wage Determination is No. 2015-4282, Rev. No. 16.

Phase-In: The Contractor shall ensure the transition from the incumbent Contractor progresses in an effective and orderly manner and ensure no disruption of support to the facilities. The Contractor shall establish communications channels for interface between the transition team, the COR and the outgoing contractor's representatives shall schedule phase-in operations that will ensure the incumbent contractor's personnel are able to meet their mission requirements.

This will entail at least two of the Contractor’s staff (i.e. key personnel) being onsite for at least two weeks before the conclusion of the incumbent contractor’s contract. This contract contains FAR clause 52.237-3, Continuity of Services. The cost for the transition costs, though not extensive, is a cost that the Contractor is to take into account when developing their pricing for the base year of this contract. Hence, the cost will not be a separate line item, but should be a small part of the pricing for the base year, and essentially just reflects the cost for having key personnel on site for about two weeks.

Management. The Contractor shall manage the total work effort associated with the maintenance, repair, and all other services required herein to assure fully adequate and timely completion of these services. Included in this function are a full range of management duties including, but not limited to, planning, scheduling, cost accounting, report preparation, establishing and maintaining records, and quality control.

The Contractor shall maintain adequate professional expertise, qualified staff and management to ensure work is completed as required. Only qualified workers shall perform the work. The work force shall not only meet any requisite training requirements, but they shall be able to demonstrate competence in all assigned tasks.

Transition Plan/ Phase-in Period. The Contractor shall ensure the transition progresses in an effective and orderly manner and ensure no disruption of O&M support to the facilities. The Contractor shall establish communications channels for interface between the transition team, the COR and the outgoing contractor's representatives and shall schedule phase-in operations that will ensure the incumbent contractor's personnel are able to meet their mission requirements.

Computerized Maintenance Management. The contractor shall utilize a Maximo 7.5.0.10 installed on a server on site as the Computerized Maintenance Management System (CMMS) system. The contractor shall maintain a T-1 or equivalent communication line that allows remote access to the server for the HEC COR and the Contractor. The HEC COR will export required data and upload them as necessary to FEM version 4.3.3 a national maintenance data system.

The Contractor shall use the CMMS to manage, schedule, track and record all HEC’s maintenance requirements and operating costs. All fields shall be populated with the appropriate data. The contractor shall provide and utilize a bar code system and shall ensure all assets are tagged. Existing bar code labels shall be replaced if weathered or in a deteriorated condition.

Upon installation of any new equipment or the discovery of missing data from existing equipment, the contractor shall update the CMMS with nameplate data, maintenance schedules and job plans. The Contractor shall keep a record of all service calls in the CMMS database. All data entered in the CMMS is Government Property and belongs to the Government. Service call records, as a minimum shall include the following information:

1. Date of call

2. Time call received

3. Building and room number

4. Nature of service call

5. Designation as a Routine or Emergency

6. Description of work initiated

7. Status of work and completion information

8. Location for Customer Printed name and Signature

The Contractor may use other computer systems for Contractor internal use if desired. The HEC data base software system are under configuration control and therefore may be changed only by the COR through the configuration control process. Only the COR will be allowed to delete equipment records, job plans or change maintenance frequency information.

Initial Work Schedule. The Contractor shall extract an initial work schedule from the CMMS. The schedule shall serve as the baseline schedule. Any changes to this schedule shall be discussed with and approved by the COR. Orphaned work shall be scheduled in the CMMS as discovered.

Scheduling and Tracking of Scheduled and Unscheduled Operations, Maintenance and Repair Actions. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress to include equipment management, work order management, preventive maintenance task scheduling, and labor management.

The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the Contracting Officer. The status of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and within five (5) hours after regular working hours.

Work Schedule. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

Records and Reports. The Contractor shall prepare and maintain management, operation, and maintenance records reports. All records and copies of reports shall be turned over to the Contracting Officer within five calendar days after contract completion.

A completed work file for each structure (identified by facility number) shall be maintained by the Contractor for each facility listed in Technical Exhibit 2, Facility Buildings. Each file shall contain a listing of all equipment in the structure by nomenclature and manufacturer's model number, as well as all manufacturer's literature, brochures, and pamphlets; maintenance, operator's, and parts list manuals; warranty information; a copy of all completed Service Call Work Authorization forms, minor job orders, and Preventive Maintenance Inspection Record forms; and other information pertaining to the facility and/or installed equipment and systems.

All documents shall be filed within ten (10) working days of the completed transaction, with the exception of Preventive Maintenance Inspection Record forms, which shall be filed within two

(2) working days after the completion of each preventive maintenance inspection. The Government will have access to these files upon request. The entire file shall be turned over to the Government upon completion of the contract.

Staffing. The Contractor shall continuously maintain an adequate staff with suitable management expertise and training to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force trained to complete work in accordance with the time and quality standards specified. The Contractor shall have key personnel on duty at all times to perform routine maintenance and repair on the equipment and to respond to service problems throughout the work day. Personnel requiring Government computer access must be able to receive and maintain a favorable background check.

Standards. All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers;

all applicable activity, local, state, and federal standards; and all applicable building and safety codes.

When the Contractor completes work on a facility or system, that facility or system shall be free of missing components or defects which would prevent it from functioning as originally intended and/or designed. Corrective or repair/replacement work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing in dimensions, finish, color, and design.

In order to comply with Executive Orders 13423 and 13514, the Contractor shall use environmentally preferable products and services. These program elements include, but are not limited to: products and services that are energy-efficient, water-efficient, bio based, non-ozone depleting, contain recycled-content, and non-toxic or less-toxic alternatives; diversion of non-hazardous waste and construction and demolition debris from landfills; alternative fuels use and fuel efficient vehicles and equipment, and reduced greenhouse gas emissions. These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov).

During and at completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress. In accordance with EO 13514, USACE is required to divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of its operations. In support of meeting this requirement, the Contractor shall divert from landfill or incineration facility disposal a minimum of 50% of the non-hazardous waste generated as a result of the Contractors work, to the maximum extent feasible. In doing so, the Contractor shall appropriately utilize the facilities existing waste and recycling program. If no such program exists, the Contractor shall develop, operate and track, at its own expense, a comprehensive waste, recycling and reuse program for non-hazardous solid waste, construction and demolition debris, and other building elements planned for disposal. The Contractor shall report non-hazardous waste diversion rates on a regular basis. The Whole Building Design Guide (http://www.wbdg.org) outlines recommended practices for construction waste and debris removal.

Equipment under Manufacturer's or Installer's Warranty. Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the Contracting Officer. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the Contracting Officer so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the Contracting Officer.

Drawings. Drawings will be available to the Contractor for information only. All changes to or additions to buildings, structures, and related equipment and systems made by the Contractor shall be recorded by the Contractor and provided to the COR within fifteen (15) calendar days of the completed work. This data shall include, but is not limited to, dimensioned drawings and/or sketches.

Interface with Other Contractors and Government Personnel. Attention is invited to the fact that other Contractors and/or Government Personnel are engaged in similar and supporting work, requiring close cooperation. The Contractor for this contract shall cooperate with all other Contractors and avoid conflicts with other Contractor's performance and work schedules. In the event of conflicts with other Contractors that cannot be satisfactorily resolved, the matter shall be referred to the Contracting Officer for decision.

Work Outside Regular Hours. Except as may otherwise be specified, all work shall be performed during the Government's regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must request this through the COR for approval.

Backlogged Service Calls. As part of being fully ready to commence work, the Contractor shall be prepared to accept service calls on the contract start date.

C.2.1. - Key Personnel Individuals designated as key personnel will be committed to the project for its duration and cannot be substituted or replaced without the written agreement of the Contracting Officer (CO).

Key personnel include, but are not necessarily limited to, the following:

1. Site Manager

2. Safety Manager

3. Stationary Engineer Supervisor

4. Master Carpenter (1)

5. Licensed Master Electrician (2)

6. Licensed Master Mechanics (HVAC) (2)

7. Licensed Master Plumber (1)

8. General Maintenance Worker (2)

Qualifications for the above key personnel are listed in Appendix C – Key Personnel Qualifications.

All licensing must be recognized by the Commonwealth of Virginia.

The Contractor shall notify the COR or authorized representative of key personnel changes along with the steps the Contractor is taking to ensure impacts are minimized. The Contractor shall notify the COR in writing of any proposed changes to key personnel at least five (5) working days prior to need for a replacement. Within the five days, the Contractor shall provide the qualifications for replacements for review and approval.

The Contractor shall ensure that only trained and qualified employees are used in the performance of this contract.

Points of Contact. The Contractor shall assign a Site Manager to serve as a single Point of Contact (POC) for the CO and COR. The Site Manager shall be on-site full time. The Site Manager shall be responsible for all Contractor activities under this contract and for the enforcement of all contract requirements. The Site Manager shall be empowered to make day to day decisions related to all on-site performance of this contract. That person shall serve as the focal point for all work and shall be responsible for the coordination of all on site activities. The Site Manager shall delegate a member of the onsite staff as the Alternate Site Manager to assume authority during the primary Site Managers absence.

C.2.2. - Identification of Contractor Employees Within fifteen (15) days after contract award, the Contractor shall ensure that all employees wear a uniform with the Company’s logo. Contractor shall also be properly badged as Contractor employees at all times when working on HEC.

C.2.3. - Period of Performance The period of performance shall be for a base year plus (2) option years consisting of one (12) month base year period starting 1 September 2020 and ending 31 August 2023.

C.2.4. - Place of Performance Work to be will be performed at the Humphreys Engineer Center, 7701 Telegraph Road, Alexandria, VA 22315-3869 and Fort Belvoir (see section 3.1.2.1).

C.2.5. - Hours of Operation The Contractor is responsible for conducting business, between the hours of 6:00AM to 5:00PM, Monday through Friday except Federal holidays as noted below.

C.2.6. - Recognized Holidays New Year’s Day Labor Day Martin Luther King Jr Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

The contractor will pay their employees for these Holiday days and days treated as a National Emergency when the government either closes or restrict access for Life, Health, Safety reasons such as but not limited to a Pandemic. Any additional Holidays or government closings given to the government may, or may not, result in an extra contractor holiday or pay status.

Any confusion regarding this policy will be discussed between the Project Manager and the

COR.

C.3.0 - Performance Requirements The following sections specify the Performance Objectives and Performance Elements for the contract. With the exception of any work considered “minor” as defined below, all costs associated with this PWS will be included in Contract Line Item Number (CLIN) 0002, Facility Maintenance, for the base year; out years: 1002 and 2002. It is estimated that one year-long task order will be issued each year the contract is in place for these services. Any service call work considered “minor” will instead be issued by separate task order using CLINS X003 and X004. Service call work over $2,500.00 are considered to be “minor” work.

C.3.1 - General Requirements for all Buildings

C.3.1.1 – Inventory of Buildings, Other Structures, and Equipment

After contract award, the contractor shall reconcile differences and will establish an automated inventory report using the Government’s CMMS. All equipment will be tagged with a unique number so that maintenance records can be established and maintained. The inventory shall be maintained in a current condition by adding new equipment installed by the Government or removing equipment that is no longer in use.

C.3.1.2 - Service Calls

Service calls are defined as maintenance, minor modifications, or other miscellaneous work requirements which are called into the work reception center by designated Government representatives, are brief in scope, do not exceed Two Thousand Dollars ($2,500.00) in total direct labor and material costs or entire unit replacement; and do not reasonably require detailed job planning. Multiple maintenance and minor repair requirements received for the same trade not more than two such requirements will be included on any one service call. For example, "commode handle sticks" and "lavatory faucets leak" in the same building would be one service call, as would "broken door closer" and "floor tile broken".

All service call work is included in this contract for O&M services. When questions arise concerning the labor hours required for a particular job, labor hour requirements will be based on Engineered Performance Standards (EPS) manuals or, if not applicable, other estimating sources such as RS Means. When questions arise concerning the cost of materials, material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the actual direct cost of materials. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used. Any service call work exceeding $2,500.00 will be performed under a separate task order.

During Regular Working Hours. The FM work reception and coordination center will receive service requests during regular working hours and classify each request in accordance with the definitions provided below. A description of the problem or requested work, date and time received, location, and other appropriate information will be placed on a Service Call Work Authorization and submitted to the Contractor. If the request is classified as emergency or urgent the Government will notify the Contractor by phone and follow up email.

After Regular Working Hours. The Contractor shall receive all service call requests directly from authorized Government representatives after regular working hours, on weekends, and holidays. Calls shall be classified by the Government representatives as emergency, urgent, or routine in accordance with the definitions provided.

Response to Service Calls. The Contractor shall have adequate procedures for addressing service call work authorizations during regular working hours, and for receiving and responding to emergency and urgent service calls 24 hours per day, seven days a week, including weekends and holidays. A single local telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within 30 seconds by an individual fully familiar with the Contractor's work control procedures and the terms and conditions of this contract. Emergency and urgent calls shall be considered received by the Contractor at the time and date the telephone call is placed by the authorized Government representative. Routine calls shall be considered as received by the Contractor at the time and date the telephone call is placed by the authorized Government representative.

(a) Service Call Classifications Emergency Service Calls. Service calls will be classified as emergency or Priority 1 at the discretion of the COR. Priority 1 calls constitute an immediate danger to personnel, threaten to damage property or disrupt activity operations and/or training missions. Examples include outages in utility systems which support training equipment or provide other vital services, clogged drains, broken water pipes, gas leaks, inoperable pumps, roof leaks, and electrical defects which may cause fire or shock.

Urgent Service Calls. Service calls will be classified as urgent or Priority 2 at the discretion of the COR. Priority 2 calls will consist of providing services or correcting failures that would lead to disruptions in operational and/or training missions but is not a Priority 1 problem. Calls will also be classified as urgent when the service or failure has upper level or command/management attention.

Routine Service Calls. Service calls will be classified as routine or Priority 3 when the work does not qualify as an emergency or urgent call. Examples of routine calls include inoperative electrical switches or outlets, dripping faucets, broken glass or floor tile, repairs to mechanical or food service equipment, sign fabrication and painting, key making, etc.

(b) Response by Classification Emergency Calls. After receipt of a Priority 1 service call The Contractor shall respond immediately and must be on the job site and working within fifteen (15) minutes during normal hours and one (1) hour during non-duty hours. The Contractor shall work continuously without interruption and shall arrest the emergency condition (e.g., shut off water, close gas valve, temporarily patch roof leak, etc.) until the problem is cleared. If further labor and material (follow up work) are required to complete the repair, the call will be reclassified as either urgent or routine, as appropriate, and the corresponding completion time will then apply. Such follow up work shall be considered part of the original service call.

If the Contractor responds to a Priority 1 service call and estimates the total direct material costs that is required exceeds the dollar value threshold as defined, the Contracting Officer may waive the requirement to submit estimates and the work will be accomplished under the minor work task order portion of the contract or by means other than this contract.

Urgent Calls. The Contractor shall be on site and working within thirty (30) minutes after receipt of a Priority 2 service call received during regular working hours, and within one (1) hour during non-duty hours, weekends or holidays.

If the Contractor responds to a Priority 2 service call and estimates the total direct material costs exceeds the dollar value threshold as defined, the Contracting Officer may waive the requirement to submit comparative estimates and authorize the Contractor to proceed with the work under the minor work task order portion of the contract or elect to complete the work by means other than this contract.

If the Contracting Officer determines that the work falls within the scope of a service call, the original work authorization will be returned to the Contractor, who shall complete the work.

Payment deductions and liquidated damages will be taken if the work is not completed by the original time limit established when the call was received.

Routine Calls. All Priority 3 routine service calls shall be responded to within two working days of receipt unless Priority 1 and 2 items must be completed first. Routine calls shall normally be accomplished during regular working hours, Monday through Friday.

Beyond the Scope of Routine Call. If the Contractor responds to a Priority 3 service call and estimates the total direct material costs that the work required exceeds the dollar value threshold as defined, the Contractor shall provide a scope of work and detailed comparative cost estimates showing labor hours and material requirements within twenty-four hours of the request.

If the Contracting Officer agrees that the work required exceeds the scope of a service call, the Contracting Officer may authorize the Contractor to proceed with the work; however, if it is determined that the work falls within the scope of a service call, the original work authorization will be returned to the Contractor, who shall complete the work. Work on such calls shall still be completed within three working days from the original receipt date/time, plus the amount of time the work authorization was held by the Contracting Officer for determination.

Completed Calls. Within one working day after completion of each service call the Contractor shall electronically provide the following information to the Government representative.

Description of work actually completed.

Brief description of material and parts used, including quantities.

Date and time work began.

Date and time work was completed.

Customer printed and signed signature

Signature or initials of the Contractor's craftsman performing the work (or supervisor), indicating that the work has been completed.

Materials and Equipment. The Contractor shall maintain sufficient off-the-shelf materials and equipment on hand to support service call work requirements. Lack of availability of materials or equipment shall not relieve the Contractor from the requirement to complete service call work within the time limits specified above.

C.3.1.3. - Preventative / Periodic Maintenance

Preventative maintenance (PM) is maintenance activity repeated at a predetermined frequency.

It includes all work requirements for which schedules of accomplishment have been included in the contract, or for which the Contractor is required to submit schedules for Government approval.

The Contractor shall provide and store the parts and materials necessary for the continued performance of all recurring work as specified herein. Lack of availability of materials and parts shall not relieve the Contractor from the requirement to complete work within the time requirements and quality standards specified herein. The contractor shall replenish government attic stock.

Preventive Maintenance (PM). The Contractor shall perform PM inspections and predictive maintenance analysis and tests to reduce the frequency and cost of service and downtime on the equipment and systems listed in Technical Exhibit 3, Mechanical Equipment List. Predictive maintenance data shall be the dominant driver for maintenance scheduling.

PM’s shall consist primarily of inspection, cleaning, lubrication, adjustment, calibration, and minor part and component replacement (e.g. filters, belts, hoses, fluids, oil and grease) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to bring the equipment up to the manufacturer's operating standards for optimal efficiency.

PM shall be performed as specified in this PWS and shall include all of the applicable check points and services. The Contractor shall complete all repair requirements identified during the performance of a PM inspection as part of the PM. However, if the total direct cost of materials required to complete identified repairs exceeds Six Hundred Dollars ($600), or the total estimated time to complete the repairs exceeds three (3) hours, a service call or minor work order, as appropriate, will be issued to cover the required repairs. These time and dollar limits apply to each PM inspection for each individual piece of equipment or equipment system.

The number and size of repair jobs, and the cost of material, are directly proportionate to the quality and timeliness of PM, and the timeliness of identifying repairs required. The Contractor should recognize that untimely response to repair requirements and lower levels of PM will result in increased repair frequencies and additional material costs. The Contractor may, at his/her option and at no additional cost to the Government, increase the level and/or frequency of preventive maintenance in an effort to minimize repair requirements.

Scheduling PM. The Contractor shall submit a detailed PM schedule to the Contracting Officer Representative for approval no later than fifteen (15) calendar days after to the start date of the contract based on the Technical Exhibit provided. The schedule shall be updated annually, to include the specific piece of equipment, PM inspection the location (facility number); work to be performed (e.g., monthly PM). The annual schedule shall be uploaded in the CMMS database and electronic copy provided to the COR. Schedule shall be modified as equipment is added or deleted within five (5) working days.

PM inspections for HVAC equipment shall be scheduled to coincide with the periods immediately prior to the heating and cooling seasons. Heating season PMs shall be scheduled for performance during the period 01 May to 15 October. Cooling season PMs shall be scheduled for performance during the period 30 October to 15 April. PM inspections for all other equipment may be scheduled at the Contractor's discretion unless specific requirements or restrictions are included elsewhere in the contract.

Once the Contractor's PM schedule is approved by the Contracting Officer’s Representative (COR), PM inspections shall be performed by the Contractor without further authorization by the COR. The Contractor shall strictly adhere to the scheduled PM dates to facilitate Government verification of work. If the Contractor finds it necessary to reschedule PM, a written request shall be made to the COR detailing the reasons for the proposed change at least five working days prior to the originally scheduled PM date. No scheduled PM dates shall be changed without the prior written approval of the COR.

PM Completion Report. The Contractor shall submit a copy of the previous week's portion of the PM schedule to the Contracting Officer’s Representative by 11:00 AM each Monday indicating the scheduled PM inspections completed during the previous week, and those scheduled inspections not completed. If inspections were performed which were deferred from previous weeks, they shall be noted on an attachment to the submittal. Also attached shall be a list of equipment deficiencies noted during the PM inspections which are beyond the scope of work of preventive maintenance. These reports shall provide a detailed description of identified deficiencies.

Preventative Maintenance Inspection Record. The Contractor shall complete and maintain a Preventive Maintenance Inspection Record for each item of equipment and systems in the CMMS database.

Date Stamps. To facilitate Government verification of PM inspections, the Contractor shall date stamp or mark all replacement items such as filters, belts, etc. with the date changed at the time the change occurred. PM record cards or tags shall be attached by the Contractor, in a conspicuous location, to each item of equipment requiring PM during its initial inspection. The Contractor's mechanic shall initial and date these cards or tags upon completing each PM inspection, indicating that the scheduled PM has been completed.

Relamping. The Contractor shall provide relamping for all buildings listed in Attachment Technical Exhibit 2, including emergency, exit, and exterior lights attached to buildings. The work shall include inspecting each building and replacing all blackened, discolored, blinking, and burned out fluorescent tubes and incandescent bulbs; and other defective parts such as, ballasts, starters, etc. In areas where the fixtures are not easily accessible, such as high bay or hangar areas, the Contractor may elect to perform group relamping. Replacement lamps and components shall be of equivalent wattage as those removed. All replacement lamps shall be Energy Star certified (http://www.energystar.gov) or meet other energy-efficient specifications listed on the Department of Energy’s Federal Energy Management Program (FEMP) Product Energy Efficiency Recommendations lighting product list. All replacement lamps shall also be low-mercury (i.e., below the Toxic Characteristic Leaching Procedure (TCLP) standard of 0.2 mg/l mercury). Between scheduled relamping services the Contractor shall respond to service calls for replacing light bulbs, tubes, and other defective parts.

Start-up/Shut-down of HVAC Systems. The Contractor shall perform start-up/shut-down and preservation of those HVAC systems listed in Technical Exhibit 3. Normally, heating start-up and air conditioning shut-down shall be accomplished during the period 15 October to 15 November, and air conditioning start-up and heating shut-down shall be accomplished during the period 01 May to 30 May. The COR will advise the Contractor of the specific date or dates when such services should begin to be accomplished. All work shall be completed within thirty calendar days of the specified start date for equipment in individual buildings, or within fifteen calendar days if services are ordered for all buildings at the same time.

Facility heating and cooling equipment will be operated as needed to maintain occupied building temperatures at a level that ensures a comfortable working environment for building occupants.

Generally this means between 68° and 74°. Areas of the building that have special requirements such as computer rooms and warehouse/storage space will be controlled separately to the temperature required for each specified operation. Equipment start-up will be performed on a floor by floor, quadrant by quadrant basis, using current outside weather conditions, inner space temperature, start-up history, and weather forecast for the day. Equipment such as chillers, boilers, heat exchangers, and pumps will be brought on line as the building load increases to achieve the desired environmental conditions as quickly and efficiently as possible. Outside air will be utilized as frequently as possible to minimize operating costs. Once the specified building temperatures have been achieved. The contractor shall monitor conditions throughout the day to ensure comfort levels are being maintained in accordance with this plan while electrical consumption and demand are kept as low as possible.

During start-up, systems shall receive a thorough inspection to ensure that all systems and components are operating as designed, as well as any specific checks and procedures which may be required by the manufacturer. Shut-down shall consist of system checks and preservation as required by the manufacturer and an operational check to identify needed repairs that may be accomplished during the off season. Needed repairs which are within the scope of PM, shall be accomplished by the Contractor as part of the start-up/shut-down.

Scheduled Utility Outages. The Contractor shall not perform utility outages without 72-hour advance written approval. The Contractor shall inform the COR of personnel impacted by utility outages. The Contractor shall prepare a written notice of utility outage to be approved and distributed by the COR to all affected managers. Where emergency conditions preclude the 72-hour advance notification the Contractor shall immediately notify the COR. The Contractor shall take necessary precautions and schedule work to minimize the number and duration of interruptions to utility and safety systems.

C.3.1.4 – Carpentry

Contractor shall provide general interior and exterior carpentry services as required below.

(a) General Interior Work Floors and Floor Coverings. Damaged or deteriorated flooring, subflooring, and structural members shall be repaired or replaced to provide a structurally sound, uniform, and aesthetic surface which is free of cracks, breaks, chips, tears, gouges, stains, and buckling.

Resilient Tiles. Damaged or deteriorated tiles shall be replaced with matching tiles of the same thickness as original. Damaged tiles or tiles to be replaced shall be removed without affecting adjacent tiles. Installation shall be in accordance with manufacturer's instructions.

Carpet. Carpeting shall be repaired or replaced as required to match existing carpeting.

Concrete Floors. Cracked, broken or spalled areas shall be patched with a non-shrinking cement mortar. Areas shall be cleaned and all loose concrete removed. Underlaying surfaces shall be chipped to ensure bond with the patch. Shallow spalled areas shall be chipped to provide space for an adequate patch thickness. The patch shall be finished evenly with the adjacent surfaces and finished to match existing texture.

Vinyl Baseboards. Deteriorated or damaged sections of vinyl baseboard shall be removed and wall and floor surfaces cleaned of all dirt, oil, grease, mildew, moisture, adhesive and debris.

Loose baseboards shall be re-secured to the wall and damaged, deteriorated, or missing baseboard sections shall be replaced with an adhesive which conforms to the manufacturer's recommendations.

Ceramic Tile. Ceramic tile floors that are broken, missing, cracked or discolored shall be replaced as required. Floor tiles shall be re-grouted, as required, to provide a waterproof seal. In those cases, where replacement tiles of an exact match cannot be found, the Contractor may be required to remove and replace non-defective tiles to create a pattern and minimize the visual effect of the mis-match.

Interior Walls, Ceilings, and Trim. Damaged and deteriorated walls, ceilings, and related trim shall be repaired or replaced to provide an attractive surface which is free of noticeable cracks, spalls, raised areas, holes and dents, and marks and stains. Wood trim items and ceiling fixtures shall be removed as necessary to provide access to the damaged area. Upon completion of the repair activity, fixtures and trim shall be reinstalled, nails set and filled and items repainted or refinished to restore them to their original condition.

Drywall. Small dents and holes shall be repaired with spackle over a backing plate when necessary. Spackle shall be feathered on the adjacent surfaces. Holes and other defects in wallboard between two studs or beams shall be repaired by removing a rectangle of gypsum board to the center of the adjoining studs or beams. Replacement gypsum board shall be of the same thickness and texture as the adjacent sheets.

Vinyl Wall Covering. Wall covering which has been ripped, scarred, stained, or otherwise damaged shall be repaired or replaced as necessary. Wall covering shall be repaired if the damaged area can be patched and not noticeable. Wall covering which is extensively damaged or for which a matching wall covering is not available shall be repaired by replacing the wall covering on the entire wall. The COR will approve all replacement wall coverings which do not match the existing wall covering. Replacement wall covering shall be hung according to the manufacturer's recommendations.

Suspended Ceilings. Broken and stained ceiling tiles shall be replaced with tiles of the same material, style, size, and color. Damaged and broken suspended grid system shall be repaired/replaced as necessary to provide a suspended ceiling system as designed.

Doors. Interior, high security and vault doors shall be maintained/repaired to operate smoothly without binding or sticking. Damaged, deteriorated, or missing doors and associated hardware shall be repaired or replaced as required. The replaced doors shall be the same type and have same finish as the original doors. All replacement doors shall be installed with the hardware from the damaged door unless the hardware is unrepairable. Small holes in door faces shall be filled and finished to match surrounding door surface. High security and vault doors shall be replaced via task order.

Stairs and Stairwells. The Contractor shall secure loose treads, risers, stringers, handrails, brackets and other components. Badly damaged stairs and handrail components shall be refinished to match original components. Trim items susceptible to damage during the repair activity shall be removed and reinstalled.

Venetian Blinds and Shades. Venetian blinds and window shades shall be restored to a smooth operating condition. Cracked or damaged slats shall be replaced. Broken or worn cords shall be replaced. Soiled or worn tapes shall be replaced. Loose or missing brackets and supports shall be secured or replaced. Damaged or deteriorated hardware shall be replaced or reworked to operating condition. Damaged rails and torn fabric shall be repaired. If beyond economical repair, as determined by the COR, or missing, venetian blinds and shades shall be replaced. Venetian blind and shade replacement are included in the annual reoccurring O&M task order (CLIN X001).

Cabinets and Countertops. Damaged or deteriorated cabinets, shelving, and countertops shall be repaired or replaced as required. Missing or inoperative hardware shall be replaced. Countertops shall be free of warped, chipped, burned, cut, or otherwise marred areas. Replacement cabinets and countertops shall conform to the requirements of American National Standards Institute publication A161.1.

Interior Accessories. The Contractor shall repair or replace damaged, inoperative, or missing interior accessories including, but not limited to paper holders, soap trays, dispensers, towel bars, shower curtain rods, bathroom mirrors, and door stops. Loose accessories shall be resecured by tightening or replacing screws or by using a suitable adhesive. Damaged or missing items shall be replaced with items matching the original. Replacement hardware shall conform to the Building Hardware Manufacturer's Association Product Standard (BHMA.) Hardware items requiring lubrication shall be lubricated and restored to an operable condition. Repairable rusted metal components shall be cleaned of all rust, coated with a rust inhibitor and restored to an operational condition.

(b) General Exterior Work Exterior Walls. Damaged or deteriorated wall areas shall be repaired or replaced to restore to a serviceable, structurally sound, and watertight condition. This includes, but is not limited to, replacing damaged masonry units, tuck-pointing loose or eroded mortar joints, sealing penetrations in wall openings, replacing damaged or deteriorated structural members, siding, underlayment, and exterior trim, replacing miscellaneous hardware items, and removal of vegetation, discoloration, graffiti, or other defects which would render an unsightly appearance to exterior walls.

Masonry. Damaged masonry units (brick or concrete block) shall be replaced with a unit of the same size, color and texture. The mortar shall be completely removed and the cavity cleaned and all debris removed.