Amendment 1 Preventive Maintenance.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

DESCRIPTIONS AND SPECIFICATION

SECTION I - CONTRACT CLAUSES

The following have been added by reference:

The following have been added by full text:

NOTATION 252.232-7007

With regards to DFARS 252.232-7007, incremental funding may provide under this contract, but the Government does not currently provide the required information to complete the clause. The details in DFARS 252.232-7007 will be completed if incremental funding required during this contract.

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS

The following have been modified:

PROPOSAL REQUIREMENTS

1.1 This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The offeror’s proposal must include all data and information and must be submitted in accordance with these instructions. Any offeror who submits proposal that does not include all the required information as described in this section may be considered ineligible for award. The offer shall be compliant with the requirements as stated in the Statement of Work (SOW) and Attachments as well as the terms and conditions of the Request for Proposal (RFP). Non-conformance with the instructions provided may result in an unfavorable proposal evaluation. Proposals that are submitted after the submission deadline will be rejected and not considered for evaluation. Material contained in proposals that exceed the requisite page limit will be disregarded and not considered in the evaluation.

1.2 The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements, but rather provide convincing, factually-based explanation on how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror’s proposal.

1.3 Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

1.4 The proposal acceptance period is a minimum of 120 calendar days from date of submission. The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid until this date.

1.5 In accordance with Federal Acquisition Regulation (FAR) Subpart 4.805(b)(5)(i) (Storage, handling, and disposal of contract files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

1.6 Debriefings

The KO will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505. The KO will notify unsuccessful offerors in accordance with FAR 15.503. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must submit their request in accordance with FAR 15.505 or 15.506, as applicable.

1.7 Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the KO in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

1.8 Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) web site at http://www.fbo.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

1.9 Amendments to Solicitation

Changes to the solicitation prior to the deadline for receipt of proposals will be executed via issuance of SF-30, which will contain a summary of changes to the solicitation. The SF-30 will be available on http://www.fbo.gov under the announcement number of the solicitation. Offerors are encouraged to check the solicitation announcement regularly to verify issuance of amendments. Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the offeror’s proposal. Any unacknowledged amendments in the offeror’s proposal will be considered incomplete.

2. PROPOSAL SUBMISSION INSTRUCTIONS

2.1 Document Submission: Proposals must be completed and returned to the below address prior to the exact time and location set forth for the closing of proposals, see Block 13A of the SF33. Late proposals will only be considered in accordance with FAR 15.208. All documents shall be sent to:

ATTN: Janice T. Johnson

100 Boundary Channel Drive, STE D104

Arlington, VA 22202

The box shall be marked “DO NOT OPEN/ RFP HQ0034-11-R-0063”

Telegraphic offers are not acceptable. All proposal responses must be sealed when submitted

Any formal communications such as requests for clarifications and/or information concerning this solicitation must be submitted in writing via email to the following:

EMAIL: janice.johnson@whs.mil

2.2 Submission, Modification, Revision, and Withdrawal of Proposals

Proposals and modifications to proposals shall be submitted in sealed envelopes or packages in paper media and electronic media addressed to the KO at the address shown above, and showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

Proposals must be submitted in one of the following two methods:

(1) Hand Delivery: The proposals may be hand delivered to the address referenced in section 2.1. Offerors must notify the Government via E-Mail at janice.johnson@whs.mil or telephone at 703-693-8928 to coordinate the hand delivery and receipt of proposal.

(2) FedEx/UPS: The proposals may be sent via FedEx or UPS to the address referenced in section 2.1. Please note that when submitting your proposals and modifications, they will be screened through the Remote Delivery Facility (RDF). This facility usally takes 2-5 days to process incoming mail. Please prepare your delivery to be at the noted in section 2.1 prior to the due date of August 9, 2011 3pm Eastern Standard Time. Please note in accordance with 52.212-1(f). Late Submissions will not be considered under any circumstances unless specified in the stated clause.

*The use of United States Postal Service (USPS) for the submission of proposals is NOT recommended as it may significantly delay the receipt of proposals by the Government for evaluation.

2.3 Page Limitations and Number of Copies

The number of copies to be provided from each offeror is cited below. Each copy shall be marked clearly as “original” or “duplicate copy”. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read nor considered in the evaluation of the proposal. Page limitations may also be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors. Each page shall be counted except the following: blank pages, title pages, tables of contents, tabs, glossaries, and those parts of the Proposal noted as unlimited. Documents referenced or incorporated in a proposal will be counted as part of the proposal and considered in determining whether the page limit has been exceeded.

1) Volume I: Technical – Five (5) complete copies and one (1) electronic copy. Volume limited to Sixty (60) pages.

2) Volume II: Past Performance Information – Two (2) complete copies and one (1) electronic copy; Volume limited to five (5) pages

3) Volume III: Cost/Price – Two (2) complete copies and one (1) electronic copy; No Page Limit

4) Volume IV: Small Business – Three (3) complete copies and one (1) electronic copy; 10 page limit applicable only to the Small Business Participation Plan.

2.4 Page Size and Format

A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced with 1-inch margins on all sides. Except for the reproduced sections of the solicitation document, all text shall be formatted to Times New Roman and no smaller than 12-point font. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Pages shall be numbered sequentially by volume. These page format restrictions shall also apply to responses to ENs. These limitations shall apply to both electronic and hard copy proposals.

Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 10 point. These limitations shall apply to both electronic and hard copy proposals.

2.5 Electronic Copies

The content and page size of electronic copies must be identical to the hard copies. When discrepancies exist between the written offers and those provided in electronic format, the written offer will take precedence in all cases. For electronic copies, indicate on each CD-ROM the volume number and title. Use separate files to permit rapid location of all portions, including subfactor required plans, exhibits, appendices and attachments, if any. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2003®, MS Excel 2003®, MS-Project 2003®, and MS-Power Point 2003®, or Microsoft Office XP®, as applicable.

2.6 Pricing Information

Pricing information shall be addressed ONLY in the Cost/Price Proposal,Volume III.

2.7 Cross Referencing

To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other volumes of the proposal. Information required for proposal evaluation that is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted.

2.8 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.9 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Offerors shall not use the glossary definitions to explain or clarify content of proposals. Proposals must contain clear discussion of the offeror’s statements in the proposals. Glossaries do not count against the page limitations for their respective volumes.

3. PROPOSAL CONTENT

The proposal shall consist of the following parts:

Volume I – Technical Proposal

Key Personnel

Section A – Preventive Maintenance (PM) Plan

Section B – Quality Control (QC) Plan

Section C – Management Plan

Volume II - Past Performance

Section A – Past Performance Reference Information

Section B - Past Performance Questionnaire

Volume III – Cost/Price

Tab A - SF 33

Tab B – Pricing Submission Worksheet

Volume IV- Small Business Participation Plan

Section A – Small Business Participation Plan

Section B - Subcontracting Plan

3.1 VOLUME I – TECHNICAL

In this volume, the offeror will demonstrate their understanding of the requirement for this contract. Using the instructions provided below, provide the methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

Key Personnel

Provide resumes and letters of commitment** on the individuals that will be designated as key personnel on the contract in accordance with the Statement of Work/Section 8: Key Personnel. By identifying these personnel, the Offeror is making a commitment that, barring unforeseen circumstances; they are the personnel who will be performing on the contract.

* All personnel qualifications, licenses and certifications shall be consolidated by the offeror and provided in a spreadsheet.

** Resumes and letters of commitment do not count toward the overall page limit requirement for this volume.

Section A – PM Plan:

Submit a Preventive Mainteneance (PM) schedule and procedures that conforms to the requirement as described in Statement of Work/Section 7.3: Maintenance Procedures; 9.0: Staffing Plan. For the purpose of developing a schedule for the offeror’s proposal, the starting date for the PM schedule shall be 1/1/2011.

This section may not exceed 40 pages.

Section B- PM Plan: Quality Control (QC Plan):

Submit a QC plan that conforms to the requirement in Statement of Work/Section 7.3.5.5: Quality Control Plan.

This section may not exceed 10 pages.

Section C- Management Plan:

Submit a Mangement plan that provides the information required in order for it to be evaluated in accordance with Section M.

This section may not exceed 10 pages.

3.2 VOLUME I1 – PAST PERFORMANCE

Section A : References

The Offeror shall submit a minimum of three to a maximum of five references that can provide information regarding the offeror’s relevant past performance. T he Offeror shall submit completed Attachment J-3 Past Performance Data Sheet, for three (3) to five (5) Government or commercial contracts for services directly related or similar to the services required in Section C to be evaluated in accordance with Section M.

This section may not exceed 5 pages.

Section B: Past Performance Questionnaire As soon as practicable, offerors shall complete Section 1 of the Past Performance Questionnaire (Attachment J-4) and provide it to all POCs listed as references in Section A. The reference POCs must submit their completed questionnaires via E-Mail to janice.johnson@whs.mil by no later than the deadline for submission of proposals. The information contained in the submitted Past Performance Questionnaires is proprietary to the individual or the organization providing the reference, therefore, it will not be released to the offerors.

Questionnaires must be submitted to the Government by the individual or the organization listed as the reference. Past Performance Questionnaires that are submitted to the Government by the offeror will not be considered. Past Performance Questionnaires that are received after the deadline for submission of proposals will not be considered.

Government personnel will incorporate all received Past Performance Questionnaires into this tab. Past Performance Questionnaires do not count towards the overall page limit requirement for this volume.

3.3 VOLUME III – PRICE PROPOSAL

Tab A: SF 33: The offeror's proposal shall include a signed copy of the solicitation SF 33, and Sections A through K

Section A: Offerors shall complete Blocks 14 thru 18. Any amendments to the solicitation must be acknowledged in Block 19 of the SF 33 or by returning a signed copy of the amendment(s), SF 30. Block 17 must be signed by a company official authorized to contractually bind the offeror. By completing the SF 33 in this manner, the offeror accepts all contract provisions as set forth in the RFP. NOTE: All sections, (Sections A through K), of the SF 33 must be returned to be considered responsive to the solicitation requirements.

Section B – Supplies or Services and Prices.

Section E – Inspection and Acceptance.

Section F—Deliveries or Performance:

Section G—Contract Administrative Data

Section H – Special Contract Requirements.

Section I – Contract Clauses.

Section K - Representations, Certifications, and Other Statements of Offerors: The offeror shall complete all representations, certifications, acknowledgments and statements included in Section K. Offerors shall fill out an online provision per FAR 52.204-8, Annual Representations and Certifications (Feb 2009), Online Reps and Certs (ORCA) at http://www.bpn.gov/orca. Offerors already registered in ORCA, do not need to fill out the Representations and Certifications information again in the solicitation. Offerors are cautioned to be sure that all Representations and Certifications are current, accurate and complete.

Tab B: Pricing Submission: Offerors shall insert a completed Attachment J-2: Pricing Submission.

Volume IV- Small Business/Subcontracting Plan

Section A: Small Business Participation Plan:

Submission Requirements

The Offeror shall submit a Small Business Participation Plan which will be used for the purposes of evaluating the extent to which offerors identify and commit to small business in contract performance on Preventive Maintenance Mechanical Systems. The plan shall be included into the resulting contract. The participation plan is required from all offerors, including small businesses and companies with commercial subcontracting plans and comprehensive subcontracting plans.

Section B: Small Business Subcontracting Plan

Submission Requirements Offerors that are not classified as a small business under NAICS 238220 must submit a small business subcontracting plan by completing attachment J-5: Small Business Subcontracting Plan. This section may not exceed 10 pages. Attachment J-5: Small Business Subcontracting Plan does not count toward the overall page limit requirement for this volume. In accordance with FAR 52.219-9 and DFARS 252.219-7003. **Please note that this will not be part of the evaluation process.**

OMBUDSMAN

An Ombudsman has been established for this procurement. The role of the Ombudsman is to provide contractors and other interested parties a conduit to address issues of impropriety on the part of Government officials and other concerns not suitable for a more open forum. Offerors may contact the Ombudsman directly at the number below:

Richard Selby

Phone: 703-696-4030

E-mail: richard.selby@whs.mil

4. PRE-PROPOSAL CONFERENCE:

A pre-proposal conference will be conducted at:

Facilities Services Directorate Conference Room

Pentagon, Rm 3B1089

Arlington, VA on July 19, 2011 11am Eastern Standard Time for the purpose of answering questions regarding the solicitation. First and last names of all attendees (not to exceed two per offeror) must be submitted to janice.johnson@whs.mil no later than July 15, 2011 3pm Eastern Standard Time. Be advised that offerors will be denied access to the Pentagon and the pre-proposal conference if these prior arrangements have not been met with the Contracting Officer.

5. REQUEST FOR INFORMATION

Requests for information (RFI) regarding the solicitation must be submitting in writing to janice.johnson@wsh.mil by no later than July 25, 2011 12pm Eastern Standard Time. The Government reserves the right to not to respond to RFIs submitted after the deadline.

1.0 Introduction. This is a firm-fixed price indefinite delivery contract for Preventive and Corrective Repair Maintenance services. The work effort is to provide a comprehensive maintenance program for Mechanical equipment and systems for the Pentagon Reservation, Washington D.C.

1.1. The overall contract management will be accomplished by the Federal Facilities Division (FFD), Defense Facilities Directorate (DFD) of the Washington Headquarters Services (WHS). The Federal Facilities Division (FFD) is responsible for operating and maintaining the Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant, the Modular Office Complex (MOC) and all Reservation grounds and parking areas.

1.2. FFD is composed of two building management field offices. One of these offices is the Pentagon Building Management Office (PBMO). PBMO is responsible for the Pentagon building, the MOC and related grounds and parking areas. PBMO’s Operations and Maintenance Branch will serve as the primary Government point of contact for the Preventive and Corrective Maintenance contract and will provide a Contracting Officer Representative (COR).

2.0 Scope Overview. The contract encompasses all activities associated with the maintenance, repairs and calibration of the Mechanical equipment and related systems to include Air Handling Units (AHU), Exhaust Fans, Fan Powered Induction Units (FPIUs), Heat Exchangers, Gas detection systems, Calibration of Water Meters, Variable Frequency Drives (VFD) units for speed control of equipment, Computer Room Air conditioning units (CRAC), Variable Air Volume (VAV), Centrifugal Fans, Humidification systems. All types of Direct Expansion Air Conditioning units and Heat pumps. To include all related components such as dampers, valves, motors, heating and cooling circulating pumps, bearings, coils, controls to including associated devices and sensors for each individual unit. All associated valves to include isolation and control valves, Motor Starters, strainers, steam traps for heat exchangers. Including associated sensors and devices for meter and verification of utilities. Attachment J-C1 is an illustrative inventory of the types of equipment and systems to be maintained under this contract.

2.1. The Contractor shall furnish all parts, labor, materials, and supervision necessary for the preventive maintenance, predictive maintenance, any corrective maintenance repairs, service calls and major and minor IDIQ repairs for the equipment listed in J-C1.

2.2. Maintenance and Repair will include performing periodic testing of air speed and radiant temperatures in occupied spaces to insure occupant comfort, and make adjustments to address recurring problems. Meet the current American Society of Heating, Refrigerating and Air Conditioning Engineers ASHRAE Standards and Universal Space Plan requirements for Thermal Environmental Conditions for Human Occupancy, including continuous humidity control within established ranges per climate zone, manufactures guidelines & ASHRAE Current edition and standards of Ventilation for Acceptable Indoor Air Quality. During the life of the contract, individual pieces of equipment or complete systems may be replaced. The Contractor shall maintain the replacement equipment and systems and changes to the inventory will not result in a change to the contract.

2.3. Attachment J-1. The Attachment identifies a complete list of the existing specific Mechanical systems and/or equipment with the associated available model and serial numbers that will be maintained under this contract. The Contractor shall provide a comprehensive preventive / predictive maintenance plan within 10 days of the start date of this contract. The predictive plan shall include the anticipation for repair/replacement prior to system failure.

2.4. Corrective Maintenance.

2.4.1. Corrective maintenance procedures shall at minimum comply with guidance provided in the SOMMS and manufactures recommendations, which should be used as a basis for troubleshooting and repair. Corrective maintenance is maintenance and repair work required to return a system or component to proper operating condition 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 requirements.

2.4.2. Corrective Maintenance Repairs. The Contractor shall correct any deficiency while they are performing preventive maintenance. Performing Corrective Maintenance Repairs with a value of less than $2,000.00 per each repair request shall be included in the firm-fixed price of the Preventive and Predictive Maintenance and Inspection Program. Typically less than 50 Corrective Maintenance repairs with a value less than $2,000.00 per year would be expected.

2.5. Service Calls: The Contractor shall respond to all service calls provided by the COR, Operations & Maintenance Manager, and Deputy Operations & Maintenance Manager. The two types of service calls are: Routine Response and Urgent response. Any repairs under $2,000.00 associated with the Service Call shall be included in the contract as part of the monthly rate under CLIN X0001.

2.5.1. Routine Response: Upon receiving a routine call, the project manager shall respond within (1) hour with a call back and shall be on site within (2) hour. 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. Typically less than 240 routine responses are expected per year.

2.5.2. Urgent Response: Should an urgent situation arise during Standard Hours of Operation (e.g., inoperative equipment, burning smell, insufficient utility requirements), the Contractor shall report as directed not later than 30 minutes with a call back and shall be on site within (1) hour. Typically less than 60 urgent responses are expected per year.

2.5.3. All Services Call response requirements shall be completed within 24 hours of notification. If Contractor is unable to complete services within required time period, the COR will be immediately notified and additional arrangements made to accomplish the required service.

2.6. The Contractor shall report any deficiencies found during maintenance of the Mechanical systems within 2 hours to the COR.

2.7. For all Mechanical equipment repair work, the Contractor shall provide the COR, an estimate cost of labor hours and materials required for completing the necessary repairs, along with a schedule for accomplishing the work within 24hrs of the deficiencies report .

2.8. .

3.0 Contract Objectives. To provide recurring preventive and predictive maintenance on mechanical systems and associated equipment to achieve little or no down time due to systems or equipment failures.

3.1. Services shall at a minimum comply with the references listed in the applicable publication listed below and the requirements of this Scope of Work. Where there are differences in the level of effort prescribed among the requirements in the references, the Scope of Work, etc., services shall at minimum comply with the most stringent requirements.

3.2. The work shall include, but not limited to, the identification, planning, scheduling, status reporting, analysis of the mechanical equipment and systems maintenance requirements, and the accomplishment of the required maintenance/repairs, including emergency repairs, as necessary to preserve and maintain the systems and equipment in a faultless condition, thus preventing premature breakdown or the need for expensive repairs.

3.3. Provide Hardware and Software utility management, Technical support for any control calibration and repair, to include associated sensor calibration;

repair and/or replacement (e.g., gas detectors, water meters and the current direct digital control system).

3.4. The central maintenance issue is the sheer number of separate, yet functionally related, individual systems to be maintained . In addition, a large amount of equipment is installed in classified and secure locations, which are mission critical to the operations of various DOD agencies. Time allowances should be made to coordinate access to these spaces. All system disruptions must be addressed in a timely manner in order to preserve the operations of the tenant’s individual missions.

4.0 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:

4.1. ASHRAE: All Current standards & guidelines

4.2. NFPA 70, National Electrical Code, curent versions

4.3. NFPA 70E, Standard for Electrical Safety in the Workplace, current versions

4.4. International Mechanical & Plumbing Code requirements

4.5. OSHA Part 1926, all subparts

4.6. Applicable Documents

5.0 Government Furnished.

5.1. The Government shall provide access to available as-built drawings, SOMMS, and other maintenance related documents and manuals at the PBMO office.

5.2. The Government shall provide Information Assurance training and a CAC card upon completion of training.

5.3. The Government shall provide training on inputting all equipment maintenance and repair data into the MAXIMO database.

6.0 Contractor Furnished.

6.1. 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 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.

6.2. 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 CO or COR reserves the right to disapprove of any materials or chemicals.

6.3. Environmentally Preferred Products (EPP): The Contractor shall meet or exceed the mandatory environmental preferable criteria and required consistencies incorporated in the Contractor’s Stewardship Plan as specified for all of the chemical cleaning-products used during the performance of the contract.

6.4. Uniforms: The Contractor shall require its employees, supervisors and subcontractors 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.

7.0 Preventive and Predictive Maintenance and Inspection (PPMI) Program

7.1. The Contractor shall develop and implement a PPMI Program within 30 days of the contract award which addresses preventive maintenance, minor repairs, major repairs and service call response for The Pentagon Building and Reservation 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. 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.

7.2. 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.

7.3. PPMI Program Plan

7.3.1. Within 30 days of contract award, the Contractor shall submit three copies of the plan to the contracting officer. Each copy shall be on a Compact Disk-Read Only Memory (CD-ROM). The Government will review and approve the plan within 30 days. A draft copy of the proposed PPMI plan shall be submitted to the contracting officer for approval prior to commencing work. All monthly scheduled PPMI work is expected to be completed and updated into MAXIMO within the month scheduled. The contracting officer may require changes or additions to the approved PPMI program plan should multiple deficiencies occur. Any Contractor proposed changes to the accepted PPMI program must be submitted to the contracting officer for approval. Allow 10 working days for review and approval of proposed changes.

7.3.2. The Contractor shall update and resubmit three copies of the plan to the contracting officer 30 days before option performance period. The schedule shall indicate, for each item of equipment or systems identified in J-C1, the day of the week in which weekly or more frequent inspections shall be performed. Submit PPMI schedules on a Compact Disk-Read Only Memory (CD-ROM) format and four hard copies at the scheduled monthly review meetings. The Contractor shall schedule and perform PPMI within the following time-of day constraints within Standard Hours of Operation. Once approved by the contracting officer, 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 contracting officer for approval.

7.3.3. The Contractor performs 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 facility operations. If the deficiency cannot be corrected immediately or at least within 24 hours, the Contractor shall notify the CO/COR before leaving the activity. 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.

7.3.4. 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.

7.3.5. The PPMI Plan includes, but at a minimum:

7.3.5.1 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.

7.3.5.2 Maintenance schedules

7.3.5.3 Monthly Preventive & Predictive maintenance reports

7.3.5.4 Maintenance & Repair procedures

7.3.5.5 Quality Control Plan – the Contractor shall provide a Quality Control (QC) Plan. The Contractor shall develop and maintain a quality control program to insure 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.

7.3.5.6 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.

7.3.6. 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 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.

7.3.7. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance and repair of mechanical & electrical systems shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality as the original equipment specifications; shall conform to the applicable specifications of the accepted design build final design, or any applicable technical specifications provided by the designer record; and used in accordance with the original design and manufacture intent. 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. All replacement 1” to 4” depth air filters shall be pleated panel filters rated MERV 13 in accordance with ASHRAE Test Standard 52.2-2007; filter construction shall include an expanded metal support grid totally laminated to media to insure structural support. The contracting officer shall be the deciding official if there is a conflict between the original part and the replacement part that is 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 contracting officer upon request.

7.3.8. 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 critical loads.

7.3.9. Maintenance services shall be performed in a manner that avoids interruption of Mechanical systems and equipment. However, if an outage is required to fulfill the maintenance contract, then 3 weeks advance notice is required for the task. The Pentagon Building Management Office (PBMO) will operate switching /perform switching of electrical distribution system devices serving the electrical vaults.

8.0 Major Repairs.

8.1. Overview. Indefinite Quantity repairs are defined as 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.

8.2. The following provides the annual estimated occurrence of these repairs.

8.3. Yearly Historical data

8.4. General Procedures for Major Repairs. During the base and all option years work ordered under the Indefinite Quantity portion of the contract shall be at the 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 $30,000.01 and $100,000.00 require payment protections (see FAR clause 52.228-13, “Alternate Payment Protections”). No task orders expected over $100,000.00. 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).

8.4.1. The fixed price of each Repair 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 noncore hours, or coefficient for non-pre-priced 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-pre-priced 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:

8.4.1.1 Repair and Remodeling Cost Data

8.4.1.2 Facilities Construction Cost Data

8.4.1.3 Mechanical Cost Data

8.4.1.4 Electrical Cost Data

8.4.1.5 Plumbing Cost Data

8.4.1.6 Building Construction Cost Data

8.4.1.7 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.

8.4.2. 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.

8.4.3. 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.

8.4.4. Price Proposals for Repairs. The Government will issue a request for proposal for each repair providing a preliminary scope of work, sketches and/or drawings if required, and required completion date of repair. 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 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 $15,001 - $30,000

10 Calendar Days

$30,001 - $50,000

15 Calendar Days

$50,001 - $100,000

20 Calendar Days

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

8.4.6. 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.

8.4.7. 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 the change 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.

8.4.8. 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.

8.4.9. 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.

8.4.10. .

8.5. Liquidated Damages. Repair work will be firm fixed-price and will include the agreed upon completion date. The Contractor shall complete all repair work 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 work request as determined necessary by the Contracting Officer. If the Contractor fails to complete work within the time specified, the Contractor shall pay liquidated damages to the Government for each calendar day of delay until the work is completed. The following range will be used to calculate liquidated damages and will be determined per task order:

Damages Cost Per Calendar Day

Liquidated Damages will range between

$80--$140

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

8.6.1. Scope of Work

8.6.2. Drawings

8.6.3. Specifications

8.7. All modifications will incorporate all terms and conditions of this contract.

8.8. Non-Pre-priced Work. The Government may require the provision of non-pre-priced 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-pre-priced line items shall be considered, as submitted, provided the Contractor insures 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 work. Proposals containing non-pre-priced items(s) shall include the following for each component or job required to perform each proposed non-pre-priced item:

8.8.1. Item Description

8.8.2. Direct Labor Hours

8.8.3. Labor Rate

8.8.4. Hourly fringe benefit rate for the trade performing the job

8.8.5. Description of proposed material

8.8.6. Number of units of material

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

8.8.8. Description of proposed equipment

8.8.9. Time required for equipment

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

8.8.11. Upon completion of negotiations of non-pre-priced 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 pre-priced item for all future work. This conversion will be accomplished by the Contractor maintaining a database of negotiated non-pre-priced work 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 pre-priced items.

8.9. 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.

8.10. The Contractor shall use RS Means as the primary source for determining the number of performance standard hours required to complete the scope of work. RS Means does not cover every task that might be accomplished by specific crafts. For tasks not exactly identified in RS Means, or accepted equivalent, the Contractor shall perform a work content comparison for those tasks prior to a determination.