SOLICITATION - HQ0034-11-R-0056-0001 Pentagon Fire Protection Systems Maintenance.pdf

HQ001508294SV104

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to clarify portions of the solicitation follow ing contractor RFIs. The amendments contained herein can be referenced in the follow ing sections:

Performance Work Statement - Section 1.2.11 and Section 4.14.2, Instructions to Offerors - L-5, 1.4 Factor 4: support of Small Business -

Evaluation Criteria, addition of L-6 Small Business Subcontracting Plan and the addition of clauses 52-232-17 and 252.232-7007.

Signature on this document acknow ledges receipt of the aforementioned RFI responses posted as part of this solicitation package on https://w w w .fbo.gov/ on Monday, July 11, 2011.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 31

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 15-Jul-2011

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X

HQ0034-11-R-0056

X 9B. DATED (SEE ITEM 11)

17-Jun-2011

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

15-Jul-2011

CODE

WHS - ACQUISITION DIRECTORATE

1155 DEFENSE PENTAGON

WASHINGTON DC 20301-1155

HQ0034 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HQ0034-11-R-0056

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION A - SOLICITATION/CONTRACT FORM

The required response date/time has changed from 18-Jul-2011 02:00 PM to 22-Jul-

2011 02:00 PM.

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PERFORMANCE WORK STATEMENT

C.1.0 General

1.1. Introduction. The purpose of this contract is to fulfill a need for testing, maintenance and emergency repairs of fire protection systems located on the Pentagon Reservation. The Pentagon Reservation is the headquarters of the United States Department of Defense (DoD) and the world’s largest low-rise office building. The Pentagon Reservation, defined in section C.7.1.6 consisting generally of the Pentagon Office

Building and additional buildings are located on the approximately 280 acre reservation.

1.1.1. The overall contract management will be accomplished by the Federal Facilities Division (FFD) of the Washington Headquarters Services (WHS). The Federal Facilities Division (FFD) is responsible for operating and maintaining the Pentagon Reservation (defined in section C.7.16.)

FFD is composed of two building management field offices.

1.1.2. One of the FFD field offices is the Pentagon Building Management Office (PBMO). PBMO is responsible for the Pentagon building, the Modular Office Complex and related grounds and parking areas. PBMO’s Operations and Maintenance branch will serve as the primary Government point of contact for the Fire alarm and Water Based fire protection systems contract and provide the

Contracting Officer Representative (COR).

1.1.3. Contract Objectives. The objective of this contract is to provide the Pentagon Reservation with high quality, consistent inspection and testing program for fire alarm and water-based fire protection systems that provides complete, efficient, reliable, and safe operation, as designed, and complies with the latest published National Fire Codes, manufacturer’s recommendations, and other recognized industry standards when the work is performed.

1.1.3.1. Services shall, at minimum, comply with the references listed in items below and the requirements of this Scope of Work. Where there are differences in the work prescribed among the requirements in the references, the Scope of Work, etc: services shall at minimum comply with the most stringent requirements as determined by the Government. Most services will be performed during business hours; however, the contractor will be required to perform after hours work due to tenant schedules and impact that cannot be accomplished during normal business hours.

1.1.3.2. In general, all maintenance shall be in accordance with the manufacturer’s recommendations, industry standards and the systems operations, maintenance manuals (SOMMs) and applicable codes. The Pentagon’s Fire Marshall has final decision authority concerning code interpretation and code applicability disputes. The contractor must follow the Fire Marshal’s decisions concerning code applicability, interpretation and the standards that govern the work under this contract. When performing work, references to applicable codes shall include but not limited to the latest versions of the following when the work is performed:

a. NFPA 13, Standard for the Installation of Sprinkler Systems

b. NFPA 14, Standard for the Installation of Standpipes and Hose Systems

c. NFPA 20, Standard for the Installation of Stationary Fire Pumps for Fire Protection

d. NFPA 24, Installation of Private Fire Service Mains and Their Appurtenances

e. NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire

Protection Systems

f. NFPA 70, National Electrical Code

g. NFPA 72, National Fire Alarm Code

1.1.3.3. The work shall include, is not limited to, the identification, planning, scheduling, status reporting, analysis of the maintenance requirements, and the accomplishment of the required maintenance, corrective maintenance repairs, service calls and emergency repairs, as necessary to preserve Pentagon Reservation fire alarm and fire protection systems in a like new condition, and to prevent premature breakdown or the need for expensive or excessive repairs.

1.1.3.4. The central maintenance issue is the sheer number of separate, yet functionally related, individual systems to be maintained. In addition, some are in classified locations, which make them mission critical to the operations of various DoD agencies. All contractor personnel must be cleared to work on the Pentagon Reservation and be eligible to receive a building pass. Access to some areas of the Pentagon also will, at a minimum, require US Citizenship for all contractor employees working in the area.

1.1.3.5. All system disruptions must be addressed in a timely manner in order to preserve the operations of the tenant’s individual missions.

1.1.3.6. All references to codes, manufacturer’s recommendations, industry standards, certifications or licenses shall mean the codes, manufacturer’s recommendations, industry standards, certifications, and licenses current and in effect when the work, maintenance, repairs or inspections are performed.

1.2. Scope.

1.2.1. Overview. The Contractor shall provide all labor, equipment, tools, and supervision necessary to inspect, test, maintain, and perform emergency repairs to fire alarm and water-based fire protection systems and components on all fire protection systems located on the Pentagon Reservation as defined in Paragraph C.7.16. Maintenance activities will be designated within the contract. This contract has five major categories of work to be performed which are preventive maintenance, predictive maintenance, inspections, major and minor repairs.

1.2.2. Fire alarm systems. The Contractor shall perform the necessary periodic inspections, testing, and maintenance in accordance with the current edition (at time of work performed) of NFPA72 and other applicable codes and standards to assure the fire alarm system and related equipment remains in good physical and proper operating condition.

1.2.3. Water-based fire protection systems. The Contractor shall perform the necessary periodic inspections, testing, and maintenance in accordance with the current edition (at time of test, inspection and maintenance activity) of NFPA 25 and other applicable codes and standards to assure the water-based fire protection systems and related equipment remain in good physical and proper operating condition

1.2.4. Emergency Repairs. The Contractor shall be available to perform emergency repairs of fire alarm and water-based fire protection systems. The contractor shall respond to all service calls or emergency calls provided by the COR. Upon receiving an emergency call, the contractor shall respond within 30 minutes call back time and shall be on site within a four (4) hour response. This service shall be a seven days a week, 24 hour a day requirement.

1.2.5. Indefinite quantity work. The Contractor shall be available to perform repairs of fire alarm and water-based fire protection systems that the Pentagon Building Management Office (PBMO) deems necessary. Indefinite Quantity Work is defined in section 7.8 to include single repairs or construction over $2,000 ordered under the indefinite quantity portion of this contract.

1.2.6. Minor Repairs. The cost of performing minor repairs is included in the fixed price and is not

Indefinite Quantity Work. Minor repairs are defined as any individual repair that do not exceed

$2,000.00 (labor plus materials). Based on historical data, we have experienced 25 to 35 minor repairs annually.

1.2.7. Alteration/Modification - The Pentagon may require the Contractor to perform alterations or modifications to the fire protection systems. The COR will prepare a statement of work to be performed and request the Contractor to provide a detailed cost estimate for the work. No work shall begin without a task order issued by the Contracting Officer. Work shall be performed during business working hours unless the COR directs otherwise. All alterations and modification will be performed under Section C 4.18 of this contract.

1.2.8. Cleaning - Cleaning shall be performed in conjunction with the requirements for inspection and testing. Cleaning shall include vacuuming or wiping to remove any accumulated dust, dirt, or corrosion from equipment or devices.

1.2.9. Inspection - Visual examination of the system to verify that the equipment or device appears to be in good operating condition. The Contractor shall inspect system devices and components for deficiencies in accordance with NFPA and/or other relevant codes and standards.

1.2.10. Barcode Scan - The Contractor shall apply a self adhesive barcode label to each fire alarm component specified in the PWS. The COR will provide the barcode label specifications. The

Contractor shall use a barcode scanning device provided by the Government compatible with the

Maximo Asset Management System to create a Maximo compatible electronic file.

1.2.11. During the term of this contract, the Pentagon may replace, renovate or improve systems and equipment at the Pentagon’s expense and by means not associated or included in this contract. At which time the replaced, improved, updated, modernized, or renovated systems and equipment receive the services described in this contract, the contract requirements will be reviewed to determine if an equitable adjustment is necessary.

Applicable Documents (includes all updates or revisions issued throughout the contract)

Publications Title

Federal Hazard Communication

Program (29 CFR 1910.1200) http://www.ilpi.com/msds/osha/1910_1200.html

Hazardous waste operations and emergency response. - 1910.120 http://www.osha.gov/pls/oshaweb/owadisp.show_document

?p_table=STANDARDS&p_id=9765

Contractor Performance Assessment

Report System (CPARS) http://cpars.navy.mil/

C.2.0 Government Furnished .

2.1. The government will provide Information Assurance training and a CAC card upon completion of network training.

2.2. The government will provide access to the Maximo database system.

2.3. The government will provide the contractor with a point listing of all equipment to be tested.

2.4. The government will provide access to a WHS computer workstation. This will allow the contractor to access the Maximo database an e-mail via the WHS network.

C.3.0 Contractor Furnished.

3.1. The Contractor shall provide all equipment, materials, and services to perform the requirements of this contract, except the items listed in Part C.2.0 as Government Furnished. The contractor furnished equipment shall include but is not limited to all smoke detection calibration measuring equipment, recalibration equipment, tools, ladders, scaffolds, meters, two-way walkie-talkie style radios, smoke and heat producing equipment, dosimeters, vacuums, cleaners, hoses, hose monsters, and other equipment necessary for conducting and documenting the required tests, maintenance and repairs.

3.2. All replacement units, parts, components, and materials to be used in the maintenance and repair of systems, equipment, and utilities included herein shall be new, compatible with the equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications herein; and shall be used in accordance with original design and manufacturer intent. Items not listed in the technical specifications shall be of acceptable (as determined by the

Government) industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall be equal to or exceed the quality of the updated parts.

3.3. The Contractor shall maintain sufficient off-the-shelf materials and equipment to support work requirements included herein. The unavailability of material and/or equipment shall not relieve the

Contractor from the requirement to complete work, including the performance of service calls as defined hereinafter, within the time limits specified.

C.4.0 Preventive Maintenance and Testing.

4.1. Preventive and Predictive Maintenance and Inspection Program. The contractor shall develop and implement a Preventive and Predictive Maintenance and Inspection Program (PPMI) for this contract.

The contractor shall provide fire alarm and water base systems maintenance services, including preventive maintenance, minor repairs, major repairs and emergency call response for the Pentagon Reservation, as defined in 7.16, that results in extending the useful life of equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency. The PPMI program shall include all inspection, checks, adjustments, and maintenance items necessary to insure that each system complies with applicable manufacturers’ or industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved SOMMs for the equipment. The intent of PPMI 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 of the PPMI by the contractor. The government will be responsible for all weekly and monthly tests that are noted as “CTR Annually” on the schedule, in

Attachment 1.

4.2. The preventive and predictive maintenance, inspections, and repairs for the equipment listed in Attachment

1.

4.2.1. Fire Alarm Systems.

4.2.1.1. Fire Alarm Panels. Attachment 1 for required tasks and frequencies.

4.2.1.2. Fire Alarm Initiating Devices. Attachment 1 for required tasks and frequencies.

4.2.1.3. Fire Alarm Notification Devices. Attachment 1 for required tasks and frequencies.

4.2.1.4. Fire Alarm Control Devices. Attachment 1 for required tasks and frequencies.

4.2.1.5. Fire Fighter Phones. Attachment 1 for required tasks and frequencies

4.2.2. Water-based Fire Protection Systems.

4.2.2.1. Fire Pump & Valves. Attachment 1 for required tasks and frequencies.

4.2.2.2. Standpipe and Hose Systems. Attachment 1 for required tasks and frequencies.

4.2.2.3. Wet Pipe Sprinkler System & Valves. Attachment 1 for required tasks and frequencies.

4.2.2.4. Dry Pipe Sprinkler System & Valves. Attachment 1 for required tasks and frequencies.

4.2.2.5. Pre-Action and Deluge Sprinkler System & Valves. Attachment 1 for required tasks and frequencies.

4.2.2.6. Fire Department Connections. Attachment 1 for required tasks and frequencies.

4.2.2.7. Private Fire Service Mains and Fire Hydrants. Attachment 1 for required tasks and frequencies.

4.3. PPMI Program Plan

4.3.1. Within 30 calendar days after contract award, the contractor shall submit three copies of the

PPMI to the COR. The final draft of the plan will be approved by the COR after a series of coordinated meetings. The Audio visual testing part of the plan shall require additional meetings which will be incorporated into the testing PPMI plan. Each copy shall be on a

Compact Disk-Read Only Memory (CD_ROM). The government will review and approve or comment/reject the plan within 15 working days. Unless otherwise directed by the

Government, an approved PPMI plan must be submitted to the COR prior to commencing work under the contract. The COR may require changes or additions to the approved PPMI program plan after work begins should deficiencies occur. Any contractor proposed changes to the accepted PPMI program must be submitted to the KO/COR for approval. Allow 10 working days for review and approval of proposed changes.

4.3.1.1. The contractor shall update and resubmit three copies of the plan to the COR 15 days before each option performance period. The schedule shall indicate, for each item of equipment or system identified in Attachment 1 the day of the week in which weekly and month or more frequent inspections shall be performed. Submit PPMI schedules on a Compact Disk-Read

Only Memory (CD-ROM) format of spreadsheets at the scheduled monthly review meetings. The contractor shall schedule and perform PPMI within the following time-of day constraints on regular Government working days. Once approved by the KO/COR, the contractor shall adhere to this schedule in order to facilitate the Government’s surveillance of the work. Any proposed changes to the accepted schedule must be submitted to the

KO/COR for approval.

4.3.2. The contractor shall perform all PM work specified herein on the dates shown in the accepted

PPMI schedule. The contractor shall correct all equipment deficiencies identified during the

PPMI. When possible, equipment deficiencies detected during the PPMI’s 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 the facility operations. If it is not possible to correct the deficiency immediately, before leaving the activity, the contractor shall notify the COR of any deficiency which cannot be corrected within 24 hours of being detected. This notification and a schedule to accomplish the work shall be provided to the KO/COR.

4.3.3. The detailed PPMI plan shall contain the maintenance procedures 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 PPMI Plan includes, but is not limited to:

Maintenance schedules, Monthly Preventive & Predictive maintenance reports, and Maintenance &

Repair procedures.

4.3.4. The contractor’s PPMI 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 determined by a competent person, as approved by COR. The PM shall be performed so as to maintain all equipment and material warranties in force for the term of the contract.

4.4. Records

4.4.1. At a minimum, document existing conditions and findings during performance of the maintenance service and testing (including interpretations of inspections and test results), and provide recommendations and rationale for correction of deficiencies. Any discrepancies found during maintenance and testing activities shall be reported within 4 hours to the COR.

4.4.2. The contractor shall maintain logs of all preventive and maintenance actions performed. Where readings are called for, the readings shall be recorded in an acceptable format (e.g., format given in the SOMMs, manufactures recommendations, 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 COR.

4.4.3.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. Maximo Report. The contractor shall maintain an equipment file in hard copy and in electronic format for each piece of equipment listed as a part of the MAXIMO system.

4.4.4. 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.

4.4.5. The contractor shall establish records, reports in an electronic database format compatible to MAXIMO, which catalogs the equipment inventory for the fire alarm and fire protection equipment required to receive PPMI under this contract, their associated PPMI 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.

4.4.6. The Contractor shall have at least one (1) person with working experience of for updating the PBMO

Maximo Database (Computerized Maintenance Management System) or similar system. The contractor will use the (Maximo) to document and administratively process PM work orders assigned to the contractor for work execution. The contractor will be accountable for using Maximo and responsible for the accuracy and completeness of the information input into Maximo. The contractor will provide the following information to each Maximo PM work order processed.

4.4.7. Change the PM work order status to WKCOMPL after the successful completion of each Maximo work order and all Job Plan Tasks are accomplished and documented. The following are a list of required fields to document to on each PM work order: Work Order Tracking, Record the Actual Start Date and

Time to the PM work order, Record the Actual Completion Date and Time to the PM work order, Notes describing any deficient condition found to the equipment or asset, Job Plan Tasks to each work order, Record the Actual Start Date and Time to each Job Plan task, and Record the Actual Completion Date and Time to each Job Plan task.

4.4.8. 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 MAXIMO database system.

4.4.9. The contractor shall provide an approved report on the 1 st Tuesday of each month detailing 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.

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

4.4.11. The contractor shall provide all submittals and requested data in an Excel spreadsheet except when required in hardcopy or CD ROM by the COR.

4.4.12. 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. The contractor shall daily fill out an Operation Logbook that lists equipment currently operating, problems occurred, and preventive maintenance performed.

4.4.12.1. Maintenance, and repair records. The contractor shall maintain an equipment file in hard copy and in electronic format for each piece of equipment listed as a part of the MAXIMO system.

4.4.12.2. Quality Control Plan.

4.4.12.2.1. In compliance with the contract, section entitled "Inspection of Services - Fixed

Price, FAR 52.246-4, the contractor shall provide a Quality Control (QC) Plan. The contractor shall develop and maintain a quality control program to ensure the quality, timely, and efficient operations, maintenance, and minor repair in accordance with this contract, applicable laws and regulations, appropriate standards, manufacturer recommendations, utility codes, and commercial practices.

4.4.13. Items not listed in this specification or technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. The

KO/COR shall be the deciding official if there is a conflict between the original part and the replacement part and considered equal by the contractor. The contractor shall retain all parts replaced by maintenance of repair activities for at least 10 calendar days after completion of the maintenance/repair, and shall make these parts readily available for inspection by the KO/COR upon request. The Contractor shall provide new or factory reconditioned parts and components when providing the services described herein. New equipment and devices shall operate with, be compatible with, and not impair reliability or operational functions of the existing systems.

Furnished materials and equipment shall be of the current products of a manufacturer regularly engaged in production of such equipment and shall be listed by the Underwriters Laboratories, Inc.

(UL) or approved by the Factory Mutual System (FM).

4.4.14. The contractor shall include a “Method of Procedure” (MOP) for all work, including contingency plans in case any unexpected problem/failure occurs that could affect/threaten fire alarm and/or water based systems.

4.4.15. The contractor shall provide contingency plans for loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation); utilities curtailment, and accidental spills of hazardous materials.

4.4.16. Contractor shall re-prioritize work in response to Government identified short suspense and sensitive support requirements.

4.4.17. The contractor shall provide a 4 week advance notice if an impairment or system outage is required to fulfill the maintenance contract or task. The Pentagon Building Management Office (PBMO) will operate fire alarm panels /enable or disable devices and NAC circuits, close and open sprinkle systems.

4.5 Key Personnel

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

4.7. A Program Manager or a designated alternate must be available 24/7/365 telephonically.

4.8. Staffing Plan. Within 10 days after contract award, the Contractor shall submit a staffing plan to the

KO/COR that identifies all personnel expected to be employed in the performance of this contract.

Additionally the plan shall identify key personnel including the roles and responsibilities of the staff.

4.9. Access. Vehicle access to the Pentagon is restricted. The requirement to pass through security checkpoints may introduce significant contractor delays in accessing the work site. In addition, there is no permanent parking available at the Pentagon. Temporary parking requests to support scheduled events will be handled by the COR on a case-by-case basis. These two considerations may significantly impact contractor work planning.

4.10. Uniforms: The Contractor shall require its employees, supervisors and sub-contractors to wear distinctive uniform clothing, safety shoes and shall assure that every employee is in uniform upon contract start date.

Employees shall wear uniforms consisting of shirts and trousers, coveralls, or smocks for men, and dresses, and blouses with skirts or slacks, or smocks, as appropriate, for women. The uniform shall have the Contractor’s name, easily identifiable, permanently attached above the waist. The color or color combination of the Contractor’s uniforms worn on the Pentagon Reservation shall be approved, in advance, by the COR. Unless the performance of a particular task requires otherwise, the Contractor’s employees shall maintain an appearance that is neat and clean, and reflects favorably upon both the

Contractor and the Department of Defense.

4.11. Key Personnel and Qualifications. Certain skilled experienced professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key

Personnel” and are those persons whose resumes were submitted and marked by the vendor as “Key

Personnel” in the contractor’s proposal. Resumes of “Key Personnel” must be approved by the

Government. No substitutions shall be made of accepted key personnel except for sudden illness or death, or termination of employment. Substitutions shall only be accepted if in compliance with “Substitution of

Key Personnel” requirements.

4.12. Substitution of Key Personnel. All Contractor requests for approval of substitutions must be submitted in writing to the COR and KO at least twenty-five (25) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating proposed substitution, a complete resume of the proposed substitute, and any other information requested by the

COR necessary to approve or disapprove the substitution. An interview may also be requested. The COR and KO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

4.13. Contract Project Manager. The Contractor Project Manager (PM) shall be the primary technical and managerial interface between the Contractor, Contracting Officer (KO), and the COR. The Contractor shall provide written designation of the PM to the KO and COR. The PM shall be responsible for coordinating testing schedules for the fire alarm and water-based fire protection systems technicians.

4.13.1. The Contractor PM shall manage the total work effort associated with the maintenance, repair, and all other services required to ensure fully adequate and timely completion of these services. This includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor PM shall provide an adequate staff of personnel with the necessary management expertise to ensure the performance of work in accordance with sound and efficient management practices

4.13.2. 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. The

Contractor shall plan and schedule work to ensure material, labor, and equipment are available to complete work requirements within the specified time limits. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any of work shall be provided within two (2) hours of the inquiry during business working hours, and within 24 hours after business working hours.

4.13.3. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Pentagon 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, service interruption, and/or customer discomfort.

Maintenance services shall be performed in a manner to minimize interruption of the fire alarm and/or fire protection systems.

4.13.4. The Contractor PM and alternates shall be fluent in English.

4.14. Personnel Fire Alarm Systems Technicians and Inspectors

Throughout the entire term of this contract the contractor must provide the following:

4.14.1. The Contractor shall have one (1) key person on staff designated to the Pentagon that has a “Fire

Alarm Systems” Level 3 certification from the National Institute for Certification in Engineering

Technologies (NICET) or is a Registered Professional Fire Protection Engineer (FPE).

4.14.2. The Contractor shall have one (1) key person on staff or on retainer that is a fire alarm technician or professional engineer who, within the past five (5) years, has completed training and has fire alarm system certifications from Simplex Grinnell for the Simplex 4100+, 4100U, 4120 network, and

4020.

4.14.3. The Contractor shall have at least one (1) Lead Fire Alarm Technician with a current NICET

Level 2 certification in fire alarm systems or Registered Professional Fire Protection Engineer on site during fire alarm inspection and testing activities. The lead fire alarm technician should have a working knowledge of Simplex fire alarm panels including the skills to perform system reset, system silence, and save history logs.

4.14.4. The Contractor shall have at least (2) Fire Alarm Inspectors with a current NICET Level 1 or higher certification in fire alarm systems on site during fire alarm inspection and testing activities.

Additional fire alarm inspectors should have a current NICET Level 1 or higher certification in fire alarm systems in fire alarm systems at the time of inspection.

4.15. Water-Based Fire Protection Systems Technicians

Throughout the entire term of this contract the contractor must provide the following:

4.15.1. The Contractor shall have one (1) key person on staff that has an “Inspection and Testing of

Water-Based Systems” Level 3 certification from the National Institute for Certification in

Engineering Technologies (NICET) or is a Registered Professional Fire Protection Engineer (FPE).

4.15.2. The Contractor shall have at least one (1) Automatic Sprinkler Systems Lead Technician with a current NICET Level 2 certification at the time of inspection on site during water-based systems inspection and testing activities.

4.15.3. The Contractor shall have at least one (1) Fire Pumps Technician Trained person having a current

NICET Level 2 certification at the time of inspection on site during fire pump systems inspection and testing activities.

4.15.4. The Contractor shall have at least (2) Water-Based Systems Technicians with a current NICET

Level 1 or higher certification at the time of inspection on site during water-based systems inspection and testing activities.

4.16. Corrective Maintenance

4.16.1. Corrective maintenance procedures shall, at a minimum, comply with guidance provided in the SOMMs and / or manufactures recommendations. Corrective maintenance shall be performed on a routine basis, as indicated in the SOMMs specified on the contract, and or as a result of preventive maintenance inspections accomplished by the contractor in accordance with the SOMMs or manufactures requirements.

4.16.2. Testing and Inspection Requirements: See Attachment 1, J-C1 Preventive Maintenance List

4.17. Environmental

4.17.1. Environmentally Preferred Products (EPP): Environmental Management. In order to comply with federally mandated environmental preference programs and Department of Defense (DOD) “Green

Procurement Program” (GPP) policy, the Government requires the use of environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. These program elements are described on the Office of the Federal Environment Executive website

(http://www.ofee.gov).

4.17.1.1. Products and Materials. Custodial cleaning products required in the performance of this

SOW shall meet as a minimum, Green Seal Product Standards

(http://www.greenseal.org/findaproduct/index.cfm).

4.17.2. Material Safety Data Sheets (MSDS). The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The Contractor shall provide the COR with a MSDS for each material in use or stored on the Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS stored by the

Contractor on the Pentagon Reservation. The Contractor shall update this information at least once each quarter or more frequently when quantities for any material change by more than ten percent for any single product. The COR reserves the right to disapprove of any materials or chemicals.

4.17.3. Contractor Maintenance personnel shall perform their assigned tasks promptly, efficiently, and safely. Prepare and maintain safety plans, including lockout/tagout (LOTO) procedures.

4.17.4. The contractor shall properly dispose of hazardous contaminated environmental waste (e.g., batteries, etc) per all federal, state, and local regulations.

4.18. Indefinite Quantity Work/Major Repairs.

4.18.1. Overview. Indefinite Quantity Work consists of work (labor plus material) that exceeds

$2,000 and includes maintenance, repair, and alteration work requirements beyond the scope of the services performed under the fixed price portion of the contract. All major repair work is included in the indefinite quantity portion of the contract.

4.18.2. General Procedures for Indefinite Quantity Work. During the base and all option years work ordered under the Indefinite Quantity portion of the contract shall be at the firm fixed-price unit prices specified in the current R.S. Means Cost Data books. All Indefinite Quantity work is subject to the requirements of the Davis-Bacon Act. Indefinite Quantity task orders between $30,000.00 and $100,000.00 require payment protections (see FAR clause 52.228-13, “Alternate Payment

Protections”). Delivery or performance shall be made only as authorized by task orders issued in accordance with FAR clause 52.216-18. Task orders, issued on DD Form 1155 by the Contracting

Officer, may only be modified by the Contracting Officer. Modifications will be accomplished by issuance of a formal modification (SF 30). The fixed price of each task order will be determined using the applicable total bare costs unit price contained in the R.S. Means Cost Data Books multiplied by the contract coefficient for core hours, coefficient for non core hours, or coefficient for non-prepriced items. R.S. Means “bare costs” for material is the bare material cost including delivery to the job site with no overhead, profit or sales tax included and the “bare” labor costs is derived by multiplying bare labor-hour costs for a “crew” by the labor-hour units. If applicable

“bare” equipment costs are included in the total “bare” cost, the total “bare” unit price is the arithmetic total of the three (material, labor and equipment). For work requiring only labor or where there is no applicable R.S. Means unit price that includes the required material (non-prepriced material), R.S. Means “bare” labor rates will be used to price the labor for the task order.

R. S. Means City Cost Indexes (“multipliers”) will not be added to the unit price. The order of precedence for use of the R.S. Means books is as follows:

1. Repair and Remodeling Cost Data;

2. Facilities Construction Cost Data;

3. Mechanical Cost Data;

4. Electrical Cost Data;

5. Plumbing Cost Data;

6. Building Construction Cost Data

The Means Cost Data Books are incorporated into the contract by reference. Within 10 calendar days after award the Contractor shall provide the Contracting Officer with two complete sets of the print and CD-ROM version of the R.S. Means Cost Data books identified above.

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.

For the purpose of pricing work under this contract, the new editions will become effective upon issuance. The Contractor shall provide the Contracting Officer with two complete sets of the annual publication updated editions within 10 days of issuance. Updates shall be provided in print form and on CD. Any change in the applicable minimum hourly wage rates during the entire term of the contract, including any option years, shall not change the unit price paid by the Government for work performed under the Indefinite Quantity portion of this contract.

4.18.2.1. Price Proposals for Task Orders. The Government will issue a request for proposal for each task order for Indefinite Quantity Work providing a preliminary scope of work, sketches and/or drawings if required, any applicable special considerations, the estimated cost range of the task order and the required completion date. If a site visit is required, the Contractor shall contact the COR within one workday of receipt of the request for proposal for the purpose of scheduling a site visit. During the site visit the Contractor and the COR shall discuss the specifics of the requirement. If required the Government will identify the new cost range or completion date as a result of any changes discovered during the site visit. After the site visit, the contractor shall prepare a detailed scope of work and a cost proposal, including submittals for approval, based on the following proposal submission schedule:

Cost Range Proposal Preparation Time

$2,000 - $10,000 5 Calendar Days

$10,001 - $25,000 10 Calendar Days

$25,001 - $100,000 15 Calendar Days

Cost proposals shall be prepared using Excel. All electronic files shall have the work request number, initials of estimator and date.

The Contractor’s proposal must be supported by necessary documentation to indicate that adequate planning to accomplish the requirement has been performed. Documentation might include catalog cuts, specifications, a preliminary schedule indicating mobilization, submittals, material lead times, performance, phasing, identification of subcontractors, etc.

The Government reserves the right to duplicate, use and disclose in any manner and for any purpose task order proposal documentation delivered under this contract.

If at any time during proposal preparation the Contractor’s estimate appears to be more than

10% of the Government cost range, the Contractor will stop proposal preparation and notify the Contracting Officer. If the requirement is cancelled prior to issuance of a task order, the

Contractor will not be compensated for any proposal preparation cost. The Contractor may be required to make several site visits per project for scope of work changes. The Government makes no guarantee that the work will be issued to the Contractor. The Government has the option of performing the work using Government forces or other means including using another contract.

Any waste or excess material quantities are incidental costs included within the contract coefficient unless explicitly stated otherwise. Quantities used on individual task order proposals shall be taken from field measurements or design plans, as appropriate, without allowance for waste. All fasteners such as screws, nails, adhesive, and associated miscellaneous materials are included in the R.S. Means material costs for normal installation.

All ancillary efforts, including but not limited to, daily and final site cleanup, disposal of water and salvageable material costs, permits, utility scoping, facility protection, safety, quality control, fire protection, and any other work required by the contract including compliance with security requirements and material delivery requirements required by

Pentagon security shall be performed at no additional cost to the Government. Following receipt and evaluation of the Contractor’s proposal the Government has the option of (1) performing the work using another contract or in-house forces; (2) issuing a task order to the

Contractor without negotiations or (3) contacting the Contractor to schedule negotiations.

4.18.2.2. Task Orders. Task orders for Indefinite Quantity work will be firm fixed-price and will include the agreed upon completion date. The Contractor shall complete all task orders by the required date. Where unforeseen conditions cause delays, the completion date may be extended only as negotiated and modified in the task order. The Government may include liquidated damages on individual task orders as determined necessary by the Contracting

Officer. If the Contractor fails to complete work within the time specified in the task order, the Contractor shall pay liquidated damages to the Government for each calendar day of delay until the work is completed. Liquidated damages can range from $80/day to $140/day.

In the event of any inconsistency in the contract documents provided to the Contractor in the fixed price task order documents, precedence will be as follows:

1. Scope of Work

2. Drawings

3. Specifications

The task order will incorporate all terms and conditions of this contract.

4.18.2.3. Non-Prepriced Work. The Government may require the provision of non-prepriced indefinite quantity items for work which is not covered by the R.S. Means estimating data books but required to complete the scope of work. The Contractor’s proposal for non-prepriced line items shall be considered, as submitted, provided the contractor ensures that fair and reasonable prices are obtained for services or material under $2,000.00. For services or materials in excess of $2,000.00 the Contractor shall obtain a minimum of three written competitive quotes from firms that normally perform or are qualified to perform the task.

Proposals for task orders containing non-prepriced items(s) shall include the following for each component or job required to perform each proposed non-prepriced item:

Item Description

Direct Labor Hours

Labor Rate

Hourly fringe benefit rate for the trade performing the job

Description of proposed material

Number of units of material

Cost per unit of material (direct/bare costs only)

Description of proposed equipment

Time required for equipment

Ownership/operating or rental rate of equipment (direct/bare costs only)

Upon completion of negotiations of non-prepriced item(s) which are within the scope and general intent of the R.S. Means estimating database, and at the discretion of the Contracting

Officer, these items may be established as a prepriced item for all future work. This conversion will be accomplished by the contractor maintaining a database of negotiated non-prepriced tasks in the same format as R.S. Means. This database shall be submitted electronically to the Contracting Officer monthly or at the discretion of the Contracting

Officer. Added line items of work shall be performed at the negotiated unit price multiplied by the applicable coefficient. The percentage of Non Priced items used per task order shall not exceed 10% of the total value of the prepriced items.

4.18.3. Pricing Procedures. The Contractor shall submit to the Government a milestone schedule and a firm fixed price to complete the work. The contractor’s pricing shall be based on the coefficient proposed at time of award.

4.18.4. The contractor shall use RS Means as the primary source for…