HQ0034-11-R-0037.doc

Section B - Supplies or Services and Prices

Electrical Preventive Maintenance

FFP

NET AMT

0001AA

Pentagon

NET AMT

0001AB

Heating & Refrigeration Plant

NET AMT

UNDEFINED

Major Repairs

MAX

NET AMT

NET AMT

1001AA

NET AMT

1001AB

NET AMT

UNDEFINED

MAX

NET AMT

2001AA

NET AMT

2001AB

NET AMT

UNDEFINED

MAX

NET AMT

3001AA

NET AMT

3001AB

NET AMT

UNDEFINED

MAX

NET AMT

4001AA

NET AMT

4001AB

NET AMT

UNDEFINED

MAX

CLIN DELIVERY/TASK ORDER MINIMUM/MAXIMUM QUANTITY AND CLIN ORDER VALUE

The minimum quantity and order value for the given Delivery/Task Order issued for this CLIN shall not be less than the minimum quantity and order value stated in the following table. The maximum quantity and order value for the given Delivery/Task Order issued for this CLIN shall not exceed the maximum quantity and order value stated in the following table.

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

0001AA

0001AB

$2,001.00

2,000,000.00

$300,000.00

1001AA

1001AB

$2,001.00

2,000,000.00

$300,000.00

2001AA

2001AB

$2,001.00

2,000,000.00

$300,000.00

3001AA

3001AB

$2,001.00

2,000,000.00

$300,000.00

4001AA

4001AB

$2,001.00

2,000,000.00

$300,000.00

Section C - Descriptions and Specifications

STATEMENT OF WORK

1) Introduction – The intent of this contract is to provide and implement a comprehensive maintenance program to include, preventive maintenance, troubleshooting, and testing services, and repair for all electrical systems for the Pentagon Building, Heating and Refrigeration Plant, and the Incinerator Building.

2) Contract Objectives – Maintain electrical systems in continuously operating, properly functioning, and safe condition. Perform preventive maintenance to enable the anticipation for repair/replacement of the entire systems or individual equipments prior to systems or equipments failure, to achieve little or no down time due to systems or equipments failure. Where there are differences in the level of effort prescribed among the requirements in the references, the Scope of Work, etc., services at minimum shall comply with the most stringent requirement

3) Scope – The contract encompasses all activities associated with maintenance and repairs of electrical equipment identified in Section J Attachments J-1 & J-2. During the life of the contract, individual pieces of equipment or complete systems may be replaced.

3.0 The contractor shall furnish all parts, labor, materials, and supervision necessary to perform maintenance services for the equipment listed in Attachments J-1 & J-2. Attachments J-1 and J-2 provide a comprehensive list of existing electrical vault equipment list with voltage ratings, current ratings, kVA ratings (if applicable), number of units, and ancillary devices.

3.1 The Contractor shall perform preventive maintenance services in such a manner that all equipment within the scope of this contract operate in accordance with the manufacturer’s specifications, continuously, and in safe condition.

3.2 The Contractor’s preventive maintenance services shall enable anticipation of timely repair/replacement of the entire systems or individual equipments prior to systems or equipments failure, to achieve little or no down time due to systems or equipments failure.

3.3 Some systems are located in classified areas, which make them mission critical to the operation of various Department of Defense (DOD) agencies. The contractor shall provide at least 30 days of written notice to the COR to obtain an escort to the work area for any routine PM work.

4) Preventive Maintenance (PM) Program – The Contractor shall develop and implement a PM program which addresses preventive maintenance, minor repairs, major repairs and emergency call response for The Pentagon Building, Heating and Refrigeration Plant, and the Incinerator Building that results in extending the useful life of the equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency based on the manufacturer’s specifications for each of the equipment. The intent of PM program is to provide routine maintenance services that permit the early detection and correction of items which, if deficient or defective, would: (a) interfere with normal operation of the system; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the contracting officer as an indication of unsatisfactory performance by the contractor.

The PM program shall include all inspection, checks, adjustments, and maintenance items necessary to ensure that each system complies with applicable manufacturer and industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved SOMMs for the equipment.

The PM program shall also include replacement of all small UPS units (including the batteries) within the switchgear. The contractor shall replace these batteries as specified in Attachment J-1. The contractor is also responsible for maintaining all other external batteries present in the electrical vaults for control power for switchgear. The maintenance shall be based on manufacturers’ instructions. As a part of the maintenance, if the contractor finds a defective battery or a battery string, the contractor is responsible for replacing the defective part. The maintenance schedule is specified in Attachment J-1. If there is a conflict, the most stringent shall apply

4.0 PM Program Plan: Within 15 days of contract award, the Contractor shall submit to the COR for approval, a finalized PM program plan for the base all option periods. The PM program plan shall include the following elements:

4.0.1 Schedule: The schedule shall include all equipment within the scope of this contract. The schedule shall indicate the day of the week in which weekly or more frequent inspections shall be performed, and the week and month(s) that all other inspections shall be performed for the entire contract period (base and all option periods). The contractor shall maintain the schedule in a format so that the completion date of PM for each equipment is clearly indicated on the schedule. Once approved by the COR, the contractor shall adhere to this schedule in order to facilitate the Government's inspection of the work. Any proposed changes to the accepted schedule must be submitted to the contracting officer for approval.

4.0.2 Maintenance Procedures:The PM plan shall contain detailed description of the maintenance procedures used for all equipment and systems; establishes procedures for documenting the maintenance and repair; history of equipment and systems; and provides a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract. The contractor shall also include contingency plans in case any unexpected problem/failure occurs that could affect/threaten critical loads The contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project SOMMs, Pentagon standards and procedures, and acceptable industry practices, as approved by contracting officer. All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material warranties so that all warranties remain in full force and effect for the term of the contract. When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

4.0.3 Preventive Maintenance Reports: Bi-weekly, during the term of the contract starting 15 calendar days after contract start work date, the contractor shall submit to the COR a detailed summary of the PM performed

4.0.4 Quality Control (QC) Plan: The contractor shall develop and maintain a QC plan to actively identify and correct performance failures in its PM program. The QC plan must also include resources and procedures that maximizes quality and completion of Task Orders within the performance period for each Task Order. The Contractor’s organizational structure for its QC process shall be established in a manner that minimizes potential conflicts of interest between the offeror’s personnel (or subcontractors) that performs the PM work and the personnel that inspects the PM work.

4.0.5 Operational Contingency plans: The Contractor shall develop and maintain a plan for unplanned loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation); utilities curtailment, and accidental spills of hazardous materials. This plan shall also include a “Method of Procedure” (MOP) for all work, including contingency plans in case any unexpected problem/failure occurs that could affect/threaten critical loads

4.0.6 Staffing Plan: The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract. Additionally the plan shall identify key personnel, contact information, and descriptions of roles and responsibilities for each staff member.

4.1 Corrective Maintenance: Corrective maintenance is defined as maintenance work which involves the repair or replacements of components which have failed or broken down and were discovered during the performance of the PM program. Corrective maintenance is repair work required to return a system or component to proper operating condition. Corrective maintenance procedures shall comply with guidance provided in the SOMMS and the manufacturer’s recommendations, which should be used as a basis for troubleshooting and repair.

4.1.1 The contractor shall correct all equipment deficiencies identified during the PM program. When possible, equipment deficiencies detected during the PM program shall be corrected on the date they were first discovered. All deficiencies shall be corrected in a timely manner so as not to affect facility operations. The contractor shall provide at least 3 weeks of written notice for any activities requiring electrical outage. If the deficiency cannot be corrected immediately or at least within 24 hours, the contractor shall notify the KO/COR prior to leaving the work site. This notification shall provide the contracting officer, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

4.1.2 Corrective Maintenance Repair Threshold: The Contractor shall correct all discovered deficiency during the performance of the maintenance program. Performing Corrective Maintenance Repairs with a value of less than $2000 per each repair request shall be included in the firm fixed price of the Preventive and Predictive Maintenance and Inspection Program. Typically 20 of such Corrective Maintenance repairs with a value less than $2000 per year would be expected.

4.1.3 Corrective Maintenance Repairs >$2,000: If the cost of a corrective maintenance repair is estimated to exceed $2,000, it will be designated as a major repair. See section 5 for guidance on major repairs.

4.2 Service Calls: A service call is defined as maintenance work which involves the repair or replacements of components which have failed or broken down, and discovered and requested by the Government. A service call with an estimated value of less than $2000 shall be included in the firm fixed price of the PM Program. A service call estimated to be greater than $2,000 is a major repair (see section 5 for guidance regarding major repairs). A service call is classified into two categories: (1) Routine; (2) Urgent

4.2.1 Routine Service Call: Upon receiving a routine service call, the Contractor’s project manager shall respond within (1) hour via telephone call to the COR and shall be on site within (2) hours. This service shall be within Standard Hours of Operation. The Contractor’s normal operating hours shall be based on Local Time (6:00am-6:00pm) Monday through Friday

4.2.2 Urgent Service Call: An urgent service call involves a situation requiring immediate action to eliminate hazards to personnel or equipment, to prevent loss of or damage to property, or to restore essential services or functions that have been disrupted. Should an urgent situation arise during normal operating hours (e.g., inoperative equipment, burning smell, insufficient utility requirements), the Contractor’s project manager shall respond report as directed not later than 30 minutes via telephone call to the COR and shall be on site within (1) hour. 3

4.3 Scheduled System Outage Notifications: All work within the contract shall be performed in a manner that minimizes interruption of electrical power to all loads. In order to preserve continuity in operations of tenants’ missions, all scheduled system disruptions required for the performance of PM, corrective maintenance, service calls, and major repairs must be submitted in writing to the COR 30 days prior to occurrence. The Pentagon Building Management Office (PBMO) will operate switching /perform switching of electrical distribution system devices serving the electrical vaults. The notification shall include the time, date, location, equipment, and the required duration of the outage.

5) Task Orders: Major Repair.

5.0 Major repairs are defined as corrective maintenance repairs or service calls beyond the scope of the services performed under the fixed price portion of the contract. All major repair work will be executed via issuance of task orders under the indefinite quantity CLIN of the contract.

5.1 Major Repairs are defined as any repair or replacement of the equipment listed in attachment J-1 and J-2 of the contract that exceeds $2,000 .

5.2 Task Ordering procedures: See section H: Task ordering procedures

5.3 Upon receipt of the Government’s task order request for proposal (RFP), the Contractor shall submit a proposal in accordance with the following submission requirement.

Cost Range

Proposal Submission Time $2,001 - $50,000

10 Calendar Days

$50,001 - $100,000

15 Calendar Days

$100,001 - $300,000

20 Calendar Days

6) PRICING TASK ORDERS

6.0 UNIT BOOK PRICING: The Contractor shall use RS MEANS( as the primary device for estimating labor and material costs required to complete the work specified in Task Orders. RS MEANS( does not cover every task that might be accomplished by specific trades. If work requirements cannot be directly developed using RS MEANS(, then the Contractor shall provide an alternate means to determine cost upon KO’s approval.

6.0.1 The Contractor shall be responsible for obtaining this software and maintaining the most current version or update of RS MEANS( Cost Works Estimating Program.

6.0.2 The “Bare Cost” unit price data provided by the RS MEANS( Company shall serve as the basis for establishing the value of the work performed on a unit price basis.

6.1 NON-PREPRICED ITEMS (NPI): NPI’s are labor, material, equipment, etc, costs that are required for performance of a Task Order, but are not represented (or only partially represented) in RS MEANS.

6.1.1 The contractor must include justification for any proposed non-prepriced items. The contractor shall first attempt to price all unit prices using the computerized database provided by RSMEANS( Cost Works. If an item is not included in this database or if the contractor’s computer system is not available, the contractor shall use the hard copy of the RSMEANS( to price the items. If the contractor cannot locate a particular item in either of these sources, the contractor shall then extend the search to the following other RSMEANS( cost data guides before considering it a non-prepriced item.

6.1.2 When NPIs are proposed, the contractor shall submit three competitive quotes for same items.

6.1.3 In the event where obtaining three competitive quotes is not practicable, the contractor shall submit, in writing (as part of the task order proposal), documenting relevant reasons (e.g. market availability, sole-source, etc) why the submission of three competitive quotes was not performed.

6.1.4 Although NPIs will be negotiated, this shall NOT be construed to include elements of work which are incidental to or customarily required for performance of a priced item of work.

6.2 EXCLUDED ITEMS: The following listed Divisions and their subdivisions of Division 01–General Requirements shall be fully excluded from use as line items in pricing Task Orders issued under this contract. These costs shall be covered in the contract coefficients.

6.2.1 Division 01200-Price & Payment Procedures

Subdivision 01250-Contract Modification Procedures

Subdivision 01290-Payment Procedures

Division 01300-Administrative Requirements

5.1 COEFFICIENTS: The coefficients will be applied to the total of all direct material and direct labor costs as identified in R.S. Means in order to reflect the Contractor’s indirect costs (as well as costs identified as excluded items in section 6.2) and profit. The coefficients for this contract is divided into “Main” and “Adjustment” categories.

5.1.1 Main Coefficients: This category of coefficient can be either “Unit Price Book (UPB)” or “Non-Prepriced Item (NPI)” Coefficients. For every task order under the this contract, only one of these coefficients will apply.

5.1.1.1 UPB: The Contractor shall use this coefficient for Task Order prices estimated using R.S. Means being performed during standard construction work hours.

5.1.1.2 NPI: The Contractor shall use this coefficient for Task Order prices estimated using non-prepriced items being performed during standard construction work hours

5.1.2 Adjustment Coefficient: This coefficient provides price adjustments for Task Orders being performed during non-standard hours.

5.1.3 Sample Calculations: The following table shows sample calculations that demonstrates how the coefficients will be applied. The numerical values for the coefficients shown are examples only. The actual coefficients used during the contract will be determined by the coefficients proposed by the succesful offeror.

Example 1: Task Order priced using R.S. Means to be performed during non-standard hours

Example 2: Task Order priced using non-prepriced items to be performed during non-standard hours

Example 3: Task Order priced using a combination of R.S. Means and non-prepriced items to be performed during non-standard hours

5.1.4 Prices for the option periods will be at the unit prices specified in the R.S. Means as adjusted for inflation/deflation in the annual publication updates. There will be no adjustments to the Contractor’s coefficients during the term of this contract.

6 Key Personnel

6.1 Project Manager - The Project Manager shall be a degreed Electrical Engineer with at least 7 years direct experience in substation level electrical distribution systems maintenance and have current Virginia Professional Engineer’s license, or a Master Licensed Electrician with at least ten years direct experience in substation level electrical distribution systems maintenance and 7 years experience in working with system voltages up to 13.8 kV. Additionally, the project manager shall have a minimum of 5 years of experience in managing contracts of similar nature

6.1.1 The Project Manager shall manage all maintenance, emergency maintenance, service calls and other related activities required by the PWS, to lead the on-site technical team and to serve as technical point of contact for the performance of this contract.

6.1.2 The Project Manager shall be available 7:00am to 3:30pm M-F and present on the premises during emergencies and monthly meetings.

6.1.3 The Project Manager shall be available 24 hrs a day/7 days a week/365 days a year

6.2 Electricians - The contractor shall provide qualified, factory trained and certified maintenance personnel; training and certification must be current. The contractor shall provide a Journeyman Licensed Electrician with minimum of 5 years of direct experience in substation level electrical distribution systems maintenance to serve as a team lead and be present on site during all maintenance activities.

7 Place of Performance

7.1 Pentagon Reservation: Arlington, VA

7.2 Pentagon Heating & Refrigeration Plant: Arlington, VA

7.3 Pentagon Incineration Building: Arlington, VA

8 Hours of Operation

8.1 Standard Hours: Standard operating hours are defined as 6:00am - 6:00pm, local time, Monday through Friday.

8.2 Non-Standard Hours: Non-Standard operating hours are defined as 6:01pm – 5:59am, local time, Monday through Friday and all hours during Saturday/Sunday.

9 Government Furnished

9.1 The Government will provide access to as-built drawings, SOMMs, manufacturer requirements, and other maintenance related documents and manuals at the PBMO office. However, the contractor is responsible for field verifications as well as accuracy of all government provided materials.

9.2 The Government will provide Information Assurance training and a CAC upon completion of network training.

9.3 The Government will provide training on inputting all equipment maintenance, repair, and service call data into the MAXIMO database.

10 Schedule of Deliverables

11 Records

11.1 At a minimum, all existing conditions and findings during performance of the maintenance service shall be documented (including interpretations of inspections and test results). Recommendations and rationale for correction of deficiencies shall be provided. Any major discrepancies found during maintenance activities shall be reported within 2 hours to the COR.

11.2 The contractor shall maintain logs of all preventive and predictive maintenance actions performed. Where meter, insulation, and resistance readings are called for, the readings shall be recorded in an acceptable format (e.g., format given in the SOMMs, etc). If no format is given, the contractor shall make a form to use consistent with the data to be recorded and approved by the government.

11.3 The contractor shall maintain a log of all problems requiring corrective maintenance. All interested parties will be informed of breakdowns and corrections. All logs shall include maintenance for each system, component, and/or device.

11.4 Any changes and/or improvements to the maintenance inspections or procedures, implemented by the contractor as a result of the ongoing maintenance efforts shall be documented and the SOMMs shall be updated to reflect these changes in maintenance procedures. Should replacement parts or equipment be required, that are not currently identified in the SOMMs, the contractor shall update the SOMMs to reflect the changes to the equipment.

11.5 The contractor shall ensure that all equipment is entered into the MAXIMO database and into a work complete status after completing each preventive maintenance and repair. All monthly scheduled preventive maintenance work shall be completed and updated into MAXIMO in the same month.

11.6 The contractor shall establish records, reports, and work control systems, in an electronic database format compatible to PBMO’s latest version of the MAXIMO, which catalogs the equipment inventory for the electrical distribution equipment required to receive PPMI under this contract, their associated PMI data; including inspection plans/tasks, frequencies of inspection/maintenance, scheduling, completion records of repairs made to equipment, and associated repair/maintenance costs. All information shall be provided in a format suitable for entry into the Government's MAXIMO system.

11.7 Upon notification by the KO / COR, the contractor will be responsible for utilizing government furnished PDA – handheld devices to input the maintenance data into the PBMO’s latest version of the MAXIMO database system.

11.8 The contractor shall provide an approved monthly report on all maintenance, service calls, and emergency calls provided under this contract to the COR. This report shall at a minimum capture all actions of the previous month.

11.9 The contractor shall submit all records and copies of reports to the COR within five calendar days after contract completion or termination.

11.10 The contractor shall provide all submittals and requested data in Portable Document Format (PDF) format, except when required in hardcopy by the COR.

11.11 Inoperable Equipment Report. The contractor shall immediately report to the COR any inoperable major equipment or system that impacts the tenants, or becomes inoperable during the workday.

12 Performance-based Matrix – The Performance-based Matrix below summarizes the key performance requirements, standards of performance, and methods of Government surveillance for this contract.

12.1 The primary incentive mechanism for this contract, other than payment of contract price, will be the use of the Contractor Performance Assessment Reporting System (CPARS). CPARS is a web-enabled application that collects and manages the library of automated CPARs. A CPAR assesses a contractor's performance annually (or interim reports, if necessary) and provides a record, both positive and negative, on a given contractor during a specific period of time. These reports are forwarded to the Past Performance Information Retrieval System (PPIRS) and remain available to all Government agencies for source selection purposes for a period of three years.

12.2 Each assessment is based on objective and subjective factors and supported by program and contract management data, such as cost performance reports, memorial visitor comments, quality reviews, technical interchange meetings, financial solvency assessments, contractor operations reviews, equipment downtime and functional performance evaluations.

Monthly review of unscheduled equipment outages.

Reflected in the Government’s CPARS evaluation

13 References – In general, all maintenance shall be done in accordance with the manufacturer’s recommendations, industry standards, and the Systems Operations and Maintenance Manuals (SOMMs). When performing work, references to applicable codes shall include but not limited to the latest versions of the following at the time of work performance:

13.1 NFPA 70, National Electrical Code

13.2 NFPA 70E, Standard for Electrical Safety in the Workplace

13.3 NFPA 70B, Recommended Practice for Electrical Equipment Maintenance

13.4 IEEE C2, National Electrical Safety Code

13.5 NETA ATS, Acceptance Testing Specifications

13.6 NETA MTS, Maintenance Testing Specifications

13.7 IEEE Standard 902, Maintenance, Operations, and Safety of Industrial and Commercial Power Systems

13.8 OSHA Part 1926, all subparts

13.9 Applicable Documents:

Section E - Inspection and Acceptance

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLAUSES INCORPORATED BY REFERENCE

Section F - Deliveries or Performance

DELIVERY INFORMATION

Section G - Contract Administration Data

CLAUSES INCORPORATED BY FULL TEXT

WHS A&PO WAWF INVOICING INSTRUCTIONS (Apr 2010)

To implement DFARS 252.232-7003, "Electronic Submission of Payment Requests and Receiving Reports (March 2008)", Washington Headquarters Services, Acquisition & Procurement Office (WHS A&PO) utilizes WAWF to electronically process vendor requests for payment. The web based system is located at https://wawf.eb.mil, and allows government contractors and authorized Department of Defense (DOD) personnel to generate, capture, process and track invoice and acceptance documentation electronically. The contractor is required to utilize this system when submitting invoices and receiving reports under this contract. Submission of hard copy DD250/Invoice/Public Vouchers (SF1034) is no longer permitted.

The contractor shall ensure an Electronic Business Point of Contract is designated in Central Contractor Registration at http://www.ccr.gov/ and register to use WAWF at https://wawf.eb.mil within ten (10) days after award of the contract or modification incorporating WAWF into the contract. Step by step instructions to register are available at http://wawf.eb.mil.

The contractor is directed to submit the following invoice type:

2-n-1 - Services Only, including Construction

**Do NOT use the WAWF Construction invoice type – it is not permitted for invoices paid in the MOCAS system

Combo - Supplies Only

Combo - combination of Supplies and Services

Cost Voucher - Cost Type/Reimbursable Contracts

**Cost Vouchers are only used when contracts/orders require invoices be sent to DCAA for approval.

Grant and Cooperative Agreement Voucher – requesting payment for a Grant or Cooperative Agreement

Back up documentation may be attached to the invoice in WAWF under the “Misc Info” tab.

Fill in all applicable information under each tab.

With the exception of extensions, the following required information should automatically populate in WAWF; if it does not populate, or does not populate completely or correctly, enter the following information as noted:

Contract Number

Delivery Order

Pay DoDAAC

Inspect By DoDAAC/Extension

Service Acceptor DODAAC/Extension or Ship to DODAAC/Extension or Service Approver DODAAC/Extension or Grant Approver DODAAC/Extension

DCAA Auditor DODAAC/Extension

The Contractor shall verify that the DoDAACs automatically populated by the WAWF system match the above information. If these DoDAACs do not match then the contractor shall correct the field(s) and notify the contracting officer of the discrepancy (ies).

The Contractor will need to enter a Shipment (or Voucher) Number in a specific format.

· The correct format for a shipment number for MOCAS invoices is AAAXNNN where

A = alpha, X = alphanumeric and N = numeric characters, followed by a “Z” suffix if it is a final invoice. (e.g. SER0001, BVN0002Z, SERA003)

· WAWF will affix the prefix “SER” for 2-in-1 invoices and prefix “BVN” for cost vouchers to the Shipment (or Voucher) Number fields. For Combo documents, the contractor may enter their own three letter prefixes.

Take special care when entering Line Item information . The Line Item tab is where you will detail your request for payment and material/services that were provided based upon the contract. Be sure to fill in the following items exactly as they appear in the contract:

· Item Number: If the contract schedule has more than one ACRN listed as sub items under the applicable Contract Line Item Number (CLIN), use the 6 character, separately identified Sub Line Item Number (SLIN) (e.g. – 0001AA) or Informational SLIN (e.g. – 000101), otherwise use the 4 character CLIN (e.g. – 0001).

· Unit Price

· Unit of Measure

· ACRN: Fill-in the applicable 2 alpha character ACRN that is associated with the CLIN or SLIN.

Note – DO NOT INVOICE FOR MORE THAN IS STILL AVAILABLE UNDER ANY CLIN/SLIN/ACRN.

Before closing out of an invoice session in WAWF but after submitting your document or documents, the contractor will be prompted to send additional email notifications. Contractor shall click on “Send More Email Notification” on the page that appears. Add the following email address in the first email address block and add any other additional email addresses desired in the following blocks. This additional notification to the government is important to ensure that all appropriate persons are aware that the invoice documents have been submitted into the WAWF system.

If you have any questions regarding WAWF, please contact the WAWF Help Desk at 1-866-618-5988.

Section H - Special Contract Requirements

TASK ORDERING PROCEDURES

The following picture provides a graphical representation of the process that will be used to issue routine repair task orders under this contract:

STEP 1 – Contractor notifies the KO and the COR

During the performance of the preventive maintenance service, if the contractor discovers a corrective maintenance repair estimated to be greater than $2,000, the contractor shall notify the KO and the COR.

STEP 2 – Government Action

If the COR concurs, the COR will submit a Statement of Objectives for the repair with a range of cost estimate to the KO.

STEP 3 – Issuance of Request for Proposal (RFP)

The Contracting Officer (KO) will submit a RFP to the Contractor’s Project Manager, describing the Government’s requirement via E-Mail. At a minimum, the RFP package will include: (1) a Statement of Objectives (SOO); (2) the magnitude of project.

Statement of Objectives: The SOO will contain a general description of the Government’s required objectives. At a minimum, the SOO will include--.

(1) Purpose;

(2) Scope or mission;

(3) Period and place of performance;

(4) Background;

(5) Performance objectives, i.e., required results; and

(6) Any operating constraints.

(7) POCs for the KO and the COR.

Note: The SOO will not become a part of the finalized Task Order.

Magnitude of Project: The magnitude of construction will be expressed in term of the following estimated price ranges--

$2,001 - $50,000

$50,001 - $100,000

$100,001 - $300,000

As part of the RFP package, the Government may also provide any of the following information on an as-needed basis: SOMMs, pictures, Statement of Work, required material specifications, etc.

STEP 4 – Contractor schedules Site Visit

As soon as practicable, but no later than 2 business days from submission of the RFP, the Contractor shall contact the KO and the COR in order to schedule a site visit (unless this requirement is waived in writing as part of the RFP package).

STEP 5 – Conduct Site Visit

The Government and the Contractor will conduct a site visit at the location of the work to be performed.

STEP 6 – Contractor Submits Proposal

The Contractor shall submit its proposal. At a minimum, the proposal shall include the Statement of Work, Project schedule, and the price proposal.

Statement of Work: The Statement of Work (SOW) submitted by the Contractor will be incorporated into the Task Order as the official requirement document. At a minimum, the SOW will include--

(1) General summary of the work to be performed;

(2) Detailed description of the work to be performed – divided into major task areas (e.g. methods utilized to achieve each identified task area);

(3) Period and place of performance;

(4) Operating Hours;

(4) Deliverables;

(7) Special Considerations.

Project Schedule: The project schedule shall identify and specify estimated duration for each major task area measured in terms of “days from issuance of task order”. The total duration of the project schedule must equal the duration of the period of performance referenced in the SOW.

Price Proposal: The price proposal shall be submitted in MS Excel format. The Contractor shall itemize each cost element in its price proposal. [For R.S. Means cost items] Each itemized cost element should include the R.S. Means line item number, description, unit, and quantity. Please see Section C-- Statement of Work/section 5 – Pricing Task Orders for a detailed guidance on developing price proposals.

The Government reserves the right to require shorter or longer deadlines for submission of proposals for unique requirements. The Government will indicate deviations to the above submission time requirements in the RFP.

STEP 7 – Government Reviews Proposal

The Government will review the Contractor’s proposal package. This step may involve communication and/or clarification between the Government and the Contractor.

If the Government accepts the Contractor’s Proposal: The Contracting Officer will issue a task order for the Contractor’s review and signature. If the Contractor discovers ambiguities, mistakes, or inconsistencies made by the Government during its review of the Task Order, the Contractor shall notify Contracting Officer immediately and request any applicable changes. In the absence of such request, the Contractor signs the Task Order, indicating the signator’s acceptance of all terms and conditions of the Task Order. Once the Contractor submits the signed copy of the Task Order, the Contracting Officer will then sign the Task Order, thereby, legally binding the Government into a contractual relationship with the Contractor under the terms and conditions of the Task Order.

If the Government does NOT accept the Contractor’s Proposal: The Contracting Officer will submit its comments and/or requested changes to the proposal for the contractor’s review.

STEP 8 – Contractor Reviews the Government’s Comments and/or Requested Changes

STEP 9 – Contractor Submits Revised Proposal

If the Contractor accepts all or some of the requested changes, the Contractor shall submit a revised proposal reflecting those changes. For requested changes not accepted by the Contractor, the Contractor shall indicate the reason why those changes were not accepted in its revised proposal.

If none of the requested changes are accepted by the Contractor, proceed to STEP 11.

STEP 10 – Government Reviews Revised Proposal

If the Government accepts the Contractor’s revised proposal: The Contracting Officer will issue a task order for the Contractor’s review and signature. If the Contractor discovers ambiguities, mistakes, or inconsistencies made by the Government during its review of the Task Order, the Contractor shall notify Contracting Officer immediately and request any applicable changes. In the absence of such request, the Contractor signs the Task Order, indicating the signator’s acceptance of all terms and conditions of the Task Order. Once the Contractor submits the signed copy of the Task Order, the Contracting Officer will then sign the Task Order, thereby, legally binding the Government into a contractual relationship with the Contractor under the terms and conditions of the Task Order.

If the Government does NOT accept the Contractor’s Proposal, proceed to STEP 11.

STEP 11 – Negotiation through Discussions

The purpose of this step is to establish concurrence between the Government and the Contractor regarding issues could not be resolved in the prior steps through discussions. The Contracting Officer will establish a time, location, and the method of the discussion meeting. The Contracting Officer will determine the required participants for the Government and the Contractor. The Contractor may request additional or substitute attendees for the meeting, subject to the approval of the Contracting Officer.

If consensus is achieved through discussions: The Contracting Officer will issue a task order for the Contractor’s review and signature. If the Contractor discovers ambiguities, mistakes, or inconsistencies made by the Government during its review of the Task Order, the Contractor shall notify Contracting Officer immediately and request any applicable changes. In the absence of such request, the Contractor signs the Task Order, indicating the signator’s acceptance of all terms and conditions of the Task Order. Once the Contractor submits the signed copy of the Task Order, the Contracting Officer will then sign the Task Order, thereby, legally binding the Government into a contractual relationship with the Contractor under the terms and conditions of the Task Order.

If consensus is NOT achieved through discussions: The Government will reject the Contractor’s proposal. At this point, the Government may either procure the required construction services through other sources/methods or unilaterally issue a task order to the Contractor for performance incorporating the task order Statement of Work and all terms and conditions of the contract.

TASK ORDERING PROCEDURES

The following picture provides a graphical representation of the process that will be used to issue task orders under this contract:

STEP 1 – CONTRACTOR NOTIFIES GOVERNMENT

During the performance of the preventative maintenance service, if the Contractor discovers an urgent repair and its estimated cost is expected to be greater than $2,000, the Contractor shall notify the KO and the COR as soon as it is practicable.

STEP 2 – Government Action

If the COR concurs with the Contractor’s assessment that the repair is urgent and that the estimated cost is expected to be greater than $2,000, the COR will submit a Statement of Objectives and funds availability notice to the KO.

STEP 3 – Contracting Officer issues a Notice to Proceed (NTP)

Upon verification of funds, the KO will submit a NTP to the Contractor in writing. The NTP, at a minimum shall contain: (1) A general description of the work to be performed; (2) maximum cost ceiling (Not to Exceed [NTE]) authorized for the work.

STEP 4 – Contractor performs work

Upon receipt of the NTP from the KO, the Contractor shall perform repair of the urgent requirement as soon as it is practicable. The Contractor shall not incur costs (direct costs + indirect costs + profit) greater than the amount specified in the NTP. During the course of the repair, if the Contractor discovers that the total of the urgent repair is expected to exceed the NTE, the Contractor shall immediately notify the KO.

STEP 5 – Contractor submits proposal Upon completion of the urgent repair, the Contractor shall submit a Statement of Work and a price proposal.

Statement of Work: The Statement of Work (SOW) submitted by the Contractor will be incorporated into the Task Order as the official requirement document. At a minimum, the SOW will include--

(1) General summary of the work to be performed;

(2) Detailed description of the work to be performed – divided into major task areas (e.g. methods utilized to achieve each identified task area);

(3) Period and place of performance;

(4) Operating Hours;

(4) Deliverables;

(7) Special Considerations.

Price Proposal: The price proposal shall be submitted in MS Excel format. The Contractor shall provide an itemized listing of all direct costs (i.e. material and labor costs). The Contractor’s prenegotiated NPI coefficient shall apply. Non-standard hour coefficient may also apply if the work was performed during non-standard operating hours.

STEP 6 – Government Reviews Proposal

The Government will review the Contractor’s proposal package for accuracy of the Statement of Work and allocability, allowability, and reasonableness of the price proposal. This step may involve communication and/or clarification between the Government and the Contractor.

If the Government accepts the Contractor’s Proposal: The Contracting Officer will issue a task order for the Contractor’s review and signature. If the Contractor discovers ambiguities, mistakes, or inconsistencies made by the Government during its review of the Task Order, the Contractor shall notify Contracting Officer immediately and request any applicable changes. In the absence of such request, the Contractor signs the Task Order, indicating the signatory’s acceptance of all terms and conditions of the Task Order. Once the Contractor submits the signed copy of the Task Order, the Contracting Officer will then sign the Task Order, thereby, legally binding the Government into a contractual relationship with the Contractor under the terms and conditions of the Task Order.

STEP 7 - If the Government does NOT accept the Contractor’s Proposal

The Contracting Officer will establish a time, and location to conduct discussions in order to establish concurrence between the Government and the Contractor. The Contracting Officer will determine the required participants for the Government and the Contractor. The Contractor may request additional or substitute attendees for the meeting, subject to the approval of the Contracting Officer. After consensus is achieved, the Contracting Officer will issue a task order for the Contractor’s review and signature.

Section I - Contract Clauses

CLAUSES INCORPORATED BY REFERENCE