HQ0034-11-R-0063-U03.pdf

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

Please refer to continuation page.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 17

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

16C. DATE SIGNED

BY 05-Aug-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-0063

X 9B. DATED (SEE ITEM 11)

07-Jul-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

05-Aug-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-0063

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

AMENDMENT 0003 CHANGES

HQ0034-11-R-0063 Preventive Maintenance Amendment 0003

CHANGES IN THE DESCRIPTIONS AND SPECIFICATIONS

1. Reference JC-1 is corrected to reflect proper label as J-1 in section 2.0 and 2.1

2. The last line of 2.2 is changed to read that ―The Contractor shall maintain the replacement equipment and systems and changes to the inventory will result in a change to the contract and modified bilaterally.‖

3. Attachment J-1 was revised to remove frequencies.

4. Attachment J-3_Past_Performance_Data_Sheet has been reformatted to fit on 1 page.

5. Verbiage changed from Program manager to Project manager in section 3.5 and 3.7.

6. Blank Sections 8.4.10, 13.2 and 13.4 were removed.

7. 7.3.10 added to state ―PPMI shall be adjusted every time the Government adds equipment as indicated in section 2.2.

8. Definition of periodic testing of air speed and radiant temperature added to section 2.2.

9. Corrective maintenance procedures and corrective maintenance repairs are now part of the preventative maintenance program as defined in section 14.0.

10. Section 2.6 edited to include notice to the COR within 2 hours ―by phone call followed by e-mail.‖

11. Section 2.8 added to state ―Contractor recommended deficiency reporting format must be approved by the Government.

12. Section 2.9 added to state that contractor must submit defiency report to COR before repairs commence.

13. Section 3.3 added details to specifications for hardware, software, gas detectors and current direct digital control system.

14. Section 5.5 added to state ―Contractor can utilize the Government’s existing bulk trash disposal mechanism in order to reduce costs to the Government.‖

15. Section 13.7 added to state ―Coordination with COR for PM in customer spaces shall start with an approved schedule followed by notifications to the tenants by the contractor.‖

16. Section 8.4.10 added to state ―It is the contractor’s responsibility to move customer equipment and disassemble modular furniture that obstructs access to equipment requiring maintenance or repair.‖

17. Section 9.4 added American Welding Society (AWS) entitles, standard for AWS

Certified Welders.

18. Removed Verbiage of watches and tours from definition of maintenance services in 14.0.

19. Section 9.7 added to state that ―United States Citizenship is required for personnel working in secured spaces.‖

20. Removed requirement of electronic copy of R.S. Means in Section 8.4.1.7.

21. Section 2.3 changed to require plan submission from 10 days to 30 days.

22. Section 8.8.11 is removed.

23. Section 5.4 added to state ―The Government shall provide a work station, computer and storage space.

CHANGES IN PROPOSAL REQUIREMENTS

1. Date of 1/1/2011 is changed to 1/1/2012 in 3.1 Section A.

SECTION A - SOLICITATION/CONTRACT FORM

The required response date/time has changed from 09-Aug-2011 03:00 PM to 15-Aug-2011 12:00 PM.

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

DESCRIPTIONS AND SPECIFICATION

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-1 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-1.

2.2. Maintenance and Repair will include performing periodic testing of air speed and radiant temperatures (field verifying sensors and equipment for proper operation) 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 result in a change to the contract and modified bilaterally.

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

30 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 by phone call followed by e-mail.

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. Contractor recommended deficiency reporting format must be approved by the Government.

2.9. Contractor shall submit deficiency report to the COR before repairs commence.

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). HVAC controls are primarily handled by Johnson

Controls equipment via Metasys; Gas detection systems are provided by MSA. Gas detectors are manufactured by MSA. Multiple headed panels (Ultima X) and associated (carbon monoxide and combustible gas) devices in the field. Current direct digital control system is provided by Johnson via Metasys.

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.

5.4. The Government shall provide a work station, a computer and storage space.

5.5. Contractor can utilize the Government’s existing bulk trash disposal mechanism.

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 mainta in 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-1, 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

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/

Occupational Safety & Health Administration for

Lock out Standards (OSHA 1910.147) http://www.osha.gov/ http://www.ilpi.com/msds/osha/1910_1200.html http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=9765 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=9765 http://cpars.navy.mil/ http://cpars.navy.mil/ 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.

7.3.10. PPMI shall be adjusted everytime the Government adds equipment as indiciated in section 2.2.

7.3.11. AHUs, CRAC units and Gas detection systems have had their annual PM within the last 6 months; within 6 months all PM should be current and meet approved PPMI plan.

7.3.12. It is the contractor’s responsibility to move customer equipment and disassemble modular furniture that obstructs access to equipment requiring maintenance or repair.

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

Quantity of Work Estimated Range (Labor and Material)

28 $2001-$5,000

15 $5,001 - $8,000

15 $5,001 - $8,000

15 $8,001 - $11,000

5 $11,001 - $15,000

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 hard copies 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. 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. It is the contractor’s responsibility to move customer equipment and disassemble modular furniture that obstructs access to equipment requiring maintenance or repair.

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)

8.9. 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. The

Contractor shall determine work requirements that cannot be expressed either directly or using work content comparison procedures based on

Contracting Officer accepted commercial work performance standards. For pricing the task order, the Contractor shall propose an index to be applied to the RS Means cost elements. This index represents a loaded rate that includes all costs to perform the work, e.g., travel, benefits, uniforms, overhead, and profit.

8.11. Material Requirements. For projected material requirements, the Contractor shall provide a list of materials establishing the size, quality, and number of units and costs shall be based on the lowest of quotes provided by at least three different commercial vendors.

8.12. Construction and Weight Handling Equipment Requirements. For requirements for construction and weight handling equipment, the Contractor shall include identification of the type, size, capacities, and number of units; and whether or not the Government will make Government-furnished equipment and operators available. Profit shall not be added to the cost of construction and weight handling equipment.

8.13. The Contractor is responsible for tracking and reporting all labor and material costs in the MAXIMO data base. Training and access will be provided.

8.14. Permits and Licenses: The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable federal, state and local laws and regulations. Contractor shall provide evidence of such permits and licenses to the CO/COR before work commences and at other times as requested by the CO/COR.

8.14.1. Prior to replacing an existing and/or installing any new air emission source (e.g., boiler, furnace, space heater, generator, storage tanks, paint booth, etc.) on the installation the Contractor shall provide appropriate information as required or requested by the installation's Environmental

Department. The Contractor shall obtain written approval from the Environmental Department prior to upgrading and/or replacing an existing or installing a new emission source on the installation to insure source emissions reported, documented and permitted in compliant with the state requirements.

8.14.2. The Contractor shall obtain excavation permits, welding permits, and confined space entry permits. The Contractor shall track all permits and reports and shall maintain a current status of each. The Contractor shall notify the COR immediately after a violation is discovered to include corrective actions taken to alleviate the violation. The Contractor shall notify the COR immediately after the violation is discovered to include corrective actions taken to alleviate the violation.

9.0 Key Personnel

9.1. Project Manager - The Project Manager shall be a Mechanical engineer with at least 7 years experience in facility maintenance or a Master

HVAC mechanic with a valid state Masters license with at least ten years direct experience in Heating Ventilation Air Conditioning, and

Direct Digital control (DDC) systems in facility maintenance on mechanical systems maintenance, repairs and installation.

9.2. The Project Manager shall manage all maintenance, emergency repairs, service calls and other related activities required by the contract, lead the on-site technical team and serve as technical point of contact for the performance of this contract. The Project Manager shall be available for all weekly meetings.

9.3. HVAC Mechanical Equipment Technicians - The Contractor shall provide qualified journeyman, factory trained or certified maintenance personnel for Liebert and Stoltz computer room air conditioning units; training and certification must be current. If the mechanic is not factory trained, they must have at least 7 years of direct experience in preventive maintenance and repair of Liebert or Stolz CRAC units to include

DDC controls. The Contractor shall provide factory trained personnel in maintenance of Mechanical systems and in maintenance of the particular units installed (including attendance to classes provided by the manufacturers).

9.4. The Contractor must have a licensed master plumber and a licensed master welder for urgent response and repairs per contract requirements and able to meet the response time. American Welding Society (AWS) entitles, standard for AWS Certified Welders.

9.5. All mechanics shall have a CFC universal license and valid EPA certification under section 608.

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

10.0 Records

10.1. At a minimum, all existing conditions and findings during performance of the maintenance service shall be documented (including interpretations of inspections and maintenance results) in Maximo. Recommendations and rationale for correction of deficiencies shall be provided.

10.2. The Contractor shall maintain logs of all preventive maintenance actions performed. If no format is given, the Contractor shall make a form to use consistent with the data to be recorded and approved by the government.

10.3. The Contractor shall maintain a log of all problems requiring corrective maintenance. The COR will be informed of breakdowns and corrections.

10.4. All logs shall include maintenance for each system, component, and/or device.

10.5. 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.

10.6. The Contractor shall insure that all equipment is entered into the MAXIMO database and into a work complete status after completing each preventive maintenance and repair work order.

10.7. The Contractor shall establish records, reports, and work control systems, in a mechanical database format compatible to MAXIMO 6.2, which catalogs the equipment inventory for the mechanical equipment required under this contract, their associated PM 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.

10.8. Upon authorization and notification by the COR, the Contractor will be responsible for utilizing government furnished PDA – handheld devices to input the maintenance data into the MAXIMO 6.2 database system.

10.9. The Contractor shall provide a monthly report of all maintenance and repair work orders completed, and urgent calls responded to under this contract to the COR for approval. This report shall at a minimum capture all actions completed during the previous month.

10.10. The Contractor shall provide all submittals and requested data in Portable Document Format (PDF) format to the contracting officer for approval, except when required in hardcopy.

10.11. Inoperable Equipment Report. The Contractor shall immediately report to the COR any inoperable equipment or system.

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

11.0 Environmental

11.1. Environmentally Preferred Products (EPP): In order to comply with federally mandated environmental preference programs and the

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).

11.2. Products and Materials. Custodial cleaning products required in the performance of this contract shall meet as a minimum, Green Seal Product

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

11.3. 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 to be stored by the Contractor on the Pentagon Reservation. The Contractor shall keep up-to-date records of all hazardous materials maintained in the premises readily available for inspection by state and government regulators. The CO or COR reserves the right to disapprove the use or application of any materials or chemicals not conforming to the Federal

Hazard Communication Program (29 CFR 1910.1200).

11.4. Contractor Maintenance personnel shall perform their assigned tasks promptly, efficiently, and safely. Prepare and maintain safety plans, including lockout/tag out (LOTO) procedures for approval.

11.5. The Contractor shall properly dispose of hazardous l waste (e.g., batteries, used oil, cleaning agents, etc) per all federal, state, and local regulations.

12.0 Performance-based Matrix

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

12.2. The primary incentive mechanism for this contract, other than payment of contract price, will be the use of the Contractor Performance Assessment

Reporting System (CPARS). CPARS is a web-enabled application that collects and manages the library of automated CPARs. A CPAR assesses a Contractor's performance annually (or interim reports, if necessary) and provides a record, both positive and negative, on a given

Contractor during a specific period of time. These reports are forwarded to the Past Performance Information Retrieval System (PPIRS) and remain available to all Government agencies for source selection purposes for a period of three years.

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

12.4. The Contractor’s efforts to balance cost effectiveness with the sustainment of that impact will in large measure the assessments of its performance.

All Mechanical systems and equipment shall be maintained in a like new condition with minimum downtime.

Performance Requirement Performance Standard

(Acceptable Quality Level)

Method of

Assessment

1. The Contractor shall provide maintenance, and repair services for the

Pentagon reservation, H&RP, & Incinerator plant.

1a. All Mechanical systems and components shall be operational 99% of the time with no failed system or component down longer than 24 hours for any single event.

Periodic inspections.

Interim and final

CPARS reports.

1b. Contractor reprioritizes work in response to Government identified short suspense, sensitive support requirements.

1c. All work is in conformance with approved and accepted industry standards including

ASME, OSHA, IEEE, NFPA and ASHRAE, equipment manufacturer standards; all applicable local, state, and federal standards; laws, regulations, building codes, and safety codes.

1d. Contractor’s exhibits reasonable and cooperative behavior and a commitment to customer satisfaction; a business-like concern for the interest of the Government, and sensitivity to the expectations of high profile customers.

13.0 Administrative Requirements.

13.1. Standard Hours of Operation. The Contractor’s normal operating hours shall be based on Eastern Standard Time (6:00am-6:00pm) Monday through Friday.

13.2. Non-standard Operating Hours. The Contractor may be required to perform during non-standard operating hours. Maintenance is sometimes required during non-standard operating hours to coordinate with building tenants.

13.3. Project Manager. The Program Manager shall be on site and available for routine calls and monthly meetings from 7:00am…