Solicitation_HQ0034-13-R-0123.pdf

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until 12:00 PM local t ime 30 Sep 2013

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TINA.JENKINS@WHS.MIL

RATING PAGE OF PAGES

7. ISSUED BY

(Date)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

Previous Edition is Unusable 33-134 STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA FAR (48 CFR) 53.214(c)

1 99

(If other than Item 7)

15A. NAME 16. NAME AND TITLE OF PERSON AUTHORIZED TO

AND

ADDRESS SIGN OFFER (Type or print)

OF

OFFEROR

AMENDMENT NO. DATE

15B. TELEPHONE NO (Include area code) 17. SIGNATURE15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

18. OFFER DATE

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

HQ0034 8. ADDRESS OFFER TO

See Item 7

9. Sealed offers in original and 3 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME (NO COLLECT CALLS)

TINA JENKINS 703-545-1579

11. TABLE OF CONTENTS

SOLICITATION/ CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/ COSTS

2 - 16

X I CONTRACT CLAUSES

DESCRIPTION/ SPECS./ WORK STATEMENT X

PACKAGING AND MARKING

17 - 38 J LIST OF ATTACHMENTS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

39 - 40

41 - 43 X K REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

CONTRACT ADMINISTRATION DATA 44 - 48 X

SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror) 49 - 57 X M

L INSTRS., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments

AMENDMENT NO. DATE

to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period

SOLICITATION, OFFER AND AWARD

X

(X) SEC. DESCRIPTION (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

EMAIL:TEL: (Signature of Contracting Officer)

CODE CODE

B. TELEPHONE (Include area code) C. E-MAIL ADDRESS

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( ) (4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

PART IV - REPRESENTATIO NS AND INSTRUCTIO NS

PART III - LIST O F DO CUMENTS, EXHIBITS AND O THER ATTACHMENTS

58 - 74

PART II - CO NTRACT CLAUSES

WHS - ACQUISITION DIRECTORATE

1225 SOUTH CLARK ST

ARLINGTON VA 22202-3909

703-545-0423

FAX:

TEL:

FAX:

TEL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

6. REQUISITION/PURCHASE NO.

DODAAC30240110000

5. DATE ISSUED

30 Aug 2013

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

[ X ]

3. SOLICITATION NO.

HQ0034-13-R-0123

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Pentagon Memorial Operations

FFP

Provide all necessary labor, material, equipment and supervision to perform operations, maintenance and repairs of the two-acre Pentagon Memorial located on the Pentagon Reservation.

PURCHASE REQUEST NUMBER: DODAAC30240110000

NET AMT

0001AA 12 Months Operations & Maintenance

FFP

Base Period Operations & Maintenance of Memorial systems and components.

0001AB 12 Months Grounds Maintenance

FFP

Base Period Grounds Maintenance

0001AC 12 Months Snow/Ice Removal

FFP

Base Period Snow/Ice Removal

0001AD 12 Months Special Events Support

FFP

Base period Special Events Support

0001AE 12 Months Temporary Restrooms

FFP

Base Period Temporary Restrooms

0001AF

Repairs IDIQ

FFP

Base Period Repairs IDIQ

OPTION Pentagon Memorial Operations

FFP

Provide all necessary labor, material, equipment and supervision to perform operations, maintenance and repairs of the two-acre Pentagon Memorial located on

1001AA 12 Months OPTION Operations & Maintenance

FFP

Option I Period Operations & Maintenance of Memorial systems and components.

1001AB 12 Months OPTION Grounds Maintenance

Option I Period Grounds Maintenance

1001AC 12 Months OPTION Snow/Ice Removal

Option I Period Snow/Ice Removal

1001AD 12 Months OPTION Special Events Support

Option I Period Special Events Support

1001AE 12 Months OPTION Temporary Restrooms

Option I Period Temporary Restrooms

1001AF 12 Months OPTION Repairs IDIQ

Option I Period Repairs IDIQ

OPTION Pentagon Memorial Operations

FFP

Provide all necessary labor, material, equipment and supervision to perform

2001AA 12 Months OPTION Operations & Maintenance

Option Period II Operations & Maintenance of Memorial systems and components

2001AB 12 Months OPTION Grounds Maintenance

Option Period II Grounds Maintenance

2001AC 12 Months OPTION Snow/Ice Removal

Option Period II Snow/Ice Removal

2001AD 12 Months OPTION Special Events Support

Option Period II Special Events Support

2001AE 12 Months OPTION Temporary Restrooms

Option Period II Temporary Restrooms

2001AF 12 Months OPTION Repairs IDIQ

Option Period II Repairs IDIQ

OPTION Pentagon Memorial Operations

FFP

Provide all necessary labor, material, equipment and supervision to perform

3001AA 12 Months OPTION Operations & Maintenance

FFP

Option Period III Operations & Maintenance of Memorial systems and components.

3001AB 12 Months OPTION Grounds Maintenance

Option Period III Grounds Maintenance

3001AC 12 Months OPTION Snow/Ice Removal

Option Period III Snow/Ice Removal

3001AD 12 Months OPTION Special Events Support

Option Period III Special Events Support

3001AE 12 Months OPTION Temporary Restrooms

Option Period III Temporary Restrooms

3001AF 12 Months OPTION Repairs IDIQ

Option Period III Repairs IDIQ

OPTION Pentagon Memorial Operations

FFP

Provide all necessary labor, material, equipment and supervision to perform

4001AA 12 Months OPTION Operations & Maintenance

FFP

Option Period IV Operations & Maintenance of Memorial systems and components.

4001AB 12 Months OPTION Grounds Maintenance

Option Period IV Grounds Maintenance

4001AC 12 Months OPTION Snow/Ice Removal

Option Period IV Snow/Ice Removal

4001AD 12 Months OPTION Special Events Support

Option Period IV Special Events Support

4001AE 12 Months OPTION Temporary Restrooms

Option Period IV Temporary Restrooms

4001AF 12 Months OPTION Repairs IDIQ

Option Period IV Repairs IDIQ

CONTRACT MINIMUM/MAXIMUM QUANTITY AND CONTRACT VALUE

The minimum quantity and contract value for all orders issued against this contract shall not be less than the minimum quantity and contract value stated in the following table. The maximum quantity and contract value for all orders issued against this contract shall not exceed the maximum quantity and contract value stated in the following table.

MINIMUM

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

$500,000.00

DELIVERY/TASK ORDER MINIMUM/MAXIMUM QUANTITY AND ORDER VALUE

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

MINIMUM

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

$2,000.01 $500,000.00

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

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

CLIN

MINIMUM

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

0001AA

0001AB

0001AC

0001AD

0001AE

0001AF

$2,000.01

1001AA

1001AB

1001AC

1001AD

1001AE

1001AF

2001AA

2001AB

2001AC

2001AD

2001AE

2001AF

3001AA

3001AB

3001AC

3001AD

3001AE

3001AF

4001AA

4001AB

4001AC

4001AD

4001AE

4001AF

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

PENTAGON MEMORIAL FACILITIES OPERATIONS AND MAINTENANCE

C.1.0 General.

1.1. Introduction. This is a combination fixed price and indefinite quantity contract to provide operation and maintenance services including repairs for the Pentagon Memorial located on the Pentagon Reservation (see Attachment J-C1, Boundaries and Layout Map).

1.1.1. The Pentagon Memorial is a site dedicated to the 184 victims of the 9/11 attack on the Pentagon. The focus of the Pentagon Memorial park is the one hundred eighty four (184) memorial units. Each memorial unit is dedicated to an individual victim. The memorial units are arranged as a timeline of the victim's ages, from 3 to 71. The western edge of the site is defined with an "age wall" that grows an inch in height relative to the age represented by the rows of memorial units. The memorial includes extensive landscaping.

1.1.2. The contract management for this effort will be accomplished by the Operations and Maintenance (O&M) Program of the Pentagon Building Management Office (PBMO). The PBMO is the field office for the Federal Facilities Division (FFD), Facilities Services Directorate (FSD) of the Washington Headquarters Services (WHS). PBMO’s O&M Program will serve as the primary Government point of contact for this contract and will provide a Contracting Officer Representative (COR).

1.2. Scope.

1.2.1. Overview. This contract encompasses all activities associated with the operations, maintenance and repairs of the two-acre Pentagon Memorial. Attachment J-C2A & B provides a list of the Pentagon Memorial equipment and systems to be maintained under this contract. The inventory is illustrative of the types of equipment and systems to be maintained under this contract. During the life of the contract, individual pieces of equipment or complete systems may be replaced. The Contractor is responsible for replacement of equipment and systems. The Pentagon Memorial is a unique structure serving as a work of art, a memorial of significant emotional power, and a functioning park with landscaping and moving water features. Each of these aspects presents major challenges to the performance of this contract. In combination, they require considerable orchestration of contractor resources coupled with a deep sensitivity to the significance of the memorial and the concerns of victims’ families and the general public.

1.2.1.1. As a work of art, the maintenance and repair requirements demand special care because of the construction materials, e.g., granite, stainless steel.

1.2.1.2. As a memorial, the site must be kept in an “Exceptional Appearance” condition during Standard Hours of Operation; hours based on Eastern Standard Time (8:00am-8:00pm) or Daylight Savings Time (8:00am-10:00pm), 365 days per year (includes all holidays and weekends). The same conditions shall be met for special events regardless of time.

1.2.1.3. As a park, the mechanical systems, electrical systems, illumination system, water flow systems, and landscaping present further challenges as a consequence of the design recognition the memorial gives to each of the 184 individual units.

Given the patriotic and emotional significance and the high public visibility of this memorial, special care is required to assure that all aspects of the memorial function with a high degree of mechanical reliability and visual presentation.

1.2.2. Mechanical and electrical system maintenance. The most visible memorial systems, and consequently those requiring the most intensive management, are the fountain system including: water pumps, filter system, water treatment system and ancillary components that assure quality water flow through the individual memorial units and the memorial park illumination system.

1.2.2.1. The nature of the required services is well within the abilities of typical maintenance and repair journeymen electricians, plumbers, and other mechanical tradesmen. However, the performance of this contract requires additional expertise and extensive experience maintaining and fine-tuning illuminated fountain systems.

1.2.2.2. Essentially, this is a memorial with 184 “fountains” in the sense that each individual memorial unit houses illumination and a pool of circulating water. In addition, there are landscape irrigation systems as well, but these are not of unusual design.

1.2.2.3. The central maintenance issue is the sheer number of separate, yet functionally related, individual memorial units to be maintained. In addition, the memorial’s systems are vulnerable to a variety of visitor and natural disruptions.

For example, there are 184 pools with two water jets each to sustain the motion of the water across the pool. The jets are vulnerable to clogging, the pools are susceptible to the collection of debris and algae growth, the water basins are subject to staining, non-functioning light bulbs require replacement, and natural debris as well as visitor memento items may clog drains and filters.

1.2.2.4. Illumination is a key architectural aspect of the memorial and, as such, requires constant surveillance to assure all lighting fixtures are functioning properly.

1.2.2.5. All system disruptions and visual blemishes must be addressed in a timely manner in order to preserve the overall “Exceptional Appearance” of the memorial as envisioned by its designers and expected by the victims’ families and the public.

1.2.2.6. In addition, an underground equipment control center (ECC) contains circulation pumps, sump pumps, electrical distribution systems, air-conditioning units, water heaters, water treatment system, controls system and a large water reservoir. Maintaining these systems requires a preventive maintenance program, predictive maintenance programs and repair capabilities.

1.2.3. Aesthetics. The nature of the work required to maintain memorial cleanliness and orderliness are well within the abilities of the typical laborer. Principle duties are keeping the park free of litter, raking the gravel areas to ensure smoothness and desired thickness, removal of gravel from unit pools, polishing metal surfaces, cleaning stone faces, cleaning pavers and assuring the pools remain clean and clear. However, again, the sheer size, number, and physical arrangement of these areas present a supervisory and quality control challenge. Maintaining an “Exceptional Appearance” condition of the memorial presents the most immediate and continuous contractor objective. The contractor effort is further complicated by the requirement to honor the privacy of visitors to the memorial. To that end, while considerable effort must be ongoing, it must be accomplished in as unobtrusive manner as possible. Therefore, the contractor must balance the urgent requirement to perform maintenance, repair, and cleaning tasks with the equal need to maintain the lowest possible profile so as not to disturb the solemnity of visitors to the site. It goes without saying that the conduct of the workforce must be ever mindful of the emotional significance of the memorial and the sensitivity of visitors, especially family members.

1.2.4. Landscaping. This contract also requires the skills of the landscaping trades. Each item of landscaping was selected and placed to enhance the overall design of the memorial. For example, there are 86 crape myrtle trees of varying sizes throughout the Memorial Park.

This contract requires the landscaping aesthetics be preserved through routine landscaping maintenance activities and replacements as required. Landscaping is also an integral part of the structural boundary walls. The landscaping responsibilities include: irrigation of all landscaped areas; irrigation system maintenance and repair; soil analysis, remediation and maintenance of soil chemistry; complete maintenance of all turf areas including mowing, edging, and fertilizing; tree maintenance, pruning, fertilizing and new tree planting; dead tree removal; complete plant bed maintenance including new planting, plant replacement, pruning, trimming, weeding, mulching, and fertilizing; and exterior pest and weed control.

1.2.5. Fountain Water Treatment System. The most important aspect of the 184 “fountains” requiring the most intensive management is the water treatment system. The treatment initiated must be one that has been specifically formulated for each system and performed by a qualified Water Treatment Specialist in compliance with Groundwater, Storm water and Fountain Systems Operation and Maintenance Manuals and the terms and conditions of the EPA National Pollutant Discharge Elimination System (NPDES) permit.

1.2.6. Cleaning Precautions. As a unique artistic structure, aspects of this memorial require specialized maintenance and repair techniques. Certain cleaning materials may permanently damage or mar surfaces. The design itself will present unique maintenance and repair challenges, e.g., the large number of memorial units. The cleaning and maintenance of the granite surfaces and the stainless steel surfaces require special products and techniques. The contractor’s proactive supervision of these key tasks is essential to avoid expensive damage to the memorial. Following contract award the Government will provide the Contractor with the current warranty information, safety data, approved cleaning lists, methods, and materials to include the Pentagon Memorial System Operations and Maintenance Manual (SOMM) as provided to the Government by the construction contractor.

1.2.7. Access. Vehicle access to the Pentagon Memorial is restricted. The requirement to pass through security checkpoints may introduce significant contractor delays in accessing the work site. The contractor will be allotted 1 parking slot for a standard sized work vehicle on the Pentagon Reservation. Temporary parking requests to support scheduled events will be handled by the COR on a case-by-case basis. These two considerations may significantly impact contractor work planning. The Contractor shall contact the COR 7 days in advance and provide landscaping or other truck and employee information so temporary access can be arranged as needed.

1.2.8. Restrooms. Currently, there are no permanent restroom facilities at the site. New permanent restrooms may be constructed in the future under a separate contract for the Security Access Lane (SAL) project which is located just outside the perimeter of the memorial. Until these facilities are constructed, the Contractor shall provide, install and maintain a temporary ADA compliant restroom trailer with separate facilities for men and women. The Contractor shall coordinate with the preceding memorial maintenance contractor for installation of the temporary restroom trailer to ensure a transition with no more than two days of down time. The Contractor shall maintain the current landscape screening around the temporary restroom and make any necessary repairs due to the installation of the temporary restroom. The Contractor shall maintain the landscape screening and immediately replace any screening material that dies, becomes diseased or becomes otherwise unsightly. The Contractor shall remove the temporary restrooms and return the area to its original condition at the end of the contract or if required for permanent restroom construction. The Contractor shall provide utility connections to the temporary restrooms from a designated demarcation point provided by PBMO at the designated trailer location. See Attachment J-C3 for temporary restroom trailer location.

The temporary restrooms shall meet the following requirements: Luxury quality finishes;

separate ADA and male and female entrances; women’s restroom with two sinks and four toilets; men’s restroom with two toilets, two sinks and two urinals; ADA restroom with one toilet and one sink; exterior lighting; interior lighting; HVAC; hot water; mirrors. The product shall meet the Johnny on the Spot, Presidential standard or equivalent , housed within one trailer configuration . The Contractor shall submit their recommended temporary restroom with their proposal. The Contractor shall install a non-freeze faucet on the outside of the temporary restroom trailer to be utilized for watering of the sod and planting materials adjacent to the restroom trailer.

1.2.9. Restroom Maintenance and Service. The Contractor shall provide a full range of janitorial services including vacuuming, sweeping, dusting, scrubbing, floor maintenance, and toilet cleaning of the restroom facilities as well as repairs. The restrooms shall be maintained and cleaned to achieve an “Exceptional Appearance” condition throughout the Standard Hours of Operation. The Contractor shall unlock the restrooms at the start of each day. The Contractor shall close and secure the restrooms at the end of each day. The Contractor shall provide pumping services for the restroom sewage tanks as required for operation.

1.2.10. Mementoes. It is anticipated that visitors will leave mementoes at the site or at a specific memorial unit. These mementoes are to be collected daily, archived, tagged if associated with a specific unit, and stored by the contractor off site up to 30 days until turned over to the COR for final disposition. The Contractor shall dispose of unwanted mementoes.

1.2.11. Coins. Visitors may deposit coins at individual memorial units, especially in the pools.

These should be removed at frequent intervals so as to preserve the artistic integrity of the memorial and to avoid plumbing issues. The coins are to be archived, secured and turned over to the COR for disposition.

1.2.12. Special Event Support. When notified by the COR, the contractor is required to ensure that the memorial is functionally and visually ready to accommodate scheduled special events. Depending upon the amount of advance notice, this may require a surge in contractor effort. In addition, the contractor shall support up to four scheduled wreath laying ceremonies per day. The contractor is responsible for providing and maintaining a podium, wreath stands and 20 folding chairs. Special events will generally occur in the same location and set up and take down of chairs, podium and other items in support of special events shall be accomplished daily (chairs and other items cannot remain set up overnight).

1.2.13. Repairs. The cost of performing minor repairs is included in the fixed price. Minor repairs are defined as individual repairs that do not exceed $2,000.00 (labor plus materials).

Major repairs and minor construction may be ordered under the indefinite quantity portion of the contract.

1.2.14. Indefinite Quantity Work. Single repairs and minor construction from $2,000.01 to $100,000.00 may be ordered under the indefinite quantity portion of this contract.

1.2.15. Memorial Modifications. As a work in progress, the memorial may undergo significant modifications such as the retrofit of memorial unit lighting units during the performance period of this contract. Operation and maintenance of new or modified equipment is considered within scope of this contract.

1.2.16. Visitors. Although difficult to predict, visitor volume may range from individuals to several bus loads arriving at one time. The most frequent period of visitation is anticipated to be during Standard Hours of Operation. During this period, it is paramount that the memorial’s appearance is “Exceptional” and all systems function as designed.

1.2.17. Snow Removal. The contractor shall provide snow removal services at the memorial.

Generally, this will encompass keeping pedestrian areas cleared and removal of snow from seating areas. See Attachment J-C5 for limits of snow removal. The red line on the Attachment J-C5 drawing denotes the limits of snow removal.

1.3. Applicable Documents

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_doc ument?p_table=STANDARDS&p_id=9765

Contractor Performance Assessment Report System

(CPARS)

http://cpars.navy.mil/

Green Seal Product Standards

GS-37: GS Environmental Standard for General Purpose, Bathroom, and Glass Cleaners Used for Industrial and Institutional

GS-40: Floor Care Products

GS-08 Household Cleaners

1.4. Preventive Maintenance (PM) Program. The Contractor shall develop and implement a PM program which addresses preventive maintenance, inspection and testing, repairs, major repairs 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/ and service call responses to the Pentagon Memorial. The PM program shall result in maximizing the useful life of the equipment, eliminate or minimize down time, and ensure operating equipment is performing safely at peak efficiency based on the manufacturer’s specifications. The intent of the PM program is to provide routine maintenance services and inspections that permit the early detection and correction of components which, if deficient or defective, would: (a) interfere with normal operation of the equipment; (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’s representative (COR) and the contracting officer (CO) as an indication of unsatisfactory performance by the Contractor.

1.4.1. The PM program shall include all inspection, testing, adjustments, and maintenance items necessary to ensure that each piece of equipment and associated components comply with applicable manufacturer and industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved System Operating and Maintenance Manuals (SOMMs) for the equipment. If the Contractor finds a defective part or equipment component while performing maintenance activities, the Contractor shall contact the COR and proceed as detailed below.

1.4.2. If the total cost of the defective part or component is less than $2,000, the contractor shall inform the COR verbally and in writing and proceed with the replacement.

1.4.3. If the total cost of the defective part or component is more than $2,000, the Contractor shall immediately notify the COR and the CO in writing. The Contractor shall develop and submit a written cost proposal to the CO for his/her approval. No work with a total cost greater than $2,000 shall be performed without the CO’s written approval.

1.4.4. Within thirty (30) calendar days of contract award, the Contractor shall submit to the Government for approval, a finalized PM program plan for the base and all option years.

The PM program plan shall include the following elements:

1.4.4.1. Job Plans. The Job Plan is a compilation of all the activities associated with the maintenance of a piece of equipment as recommended by the equipment manufacturer. No later than thirty (30) days after contract award, the Contractor shall submit to the Government for review and approval a comprehensive Job Plan for each of the equipment types under this contract. Once approved, the Job Plans will be uploaded by the Government into the Maximo database and shall constitute the primary document for the Contractor to use for conducting, inspecting and documenting PM activities.

1.4.4.2. Schedule. The schedule shall include all equipment within the scope of this contract and shall identify all activities projected to be completed during the year for each piece of equipment.

1.4.4.3. No later than thirty (30) calendar days after contract award, the Contractor shall use the Maximo database to generate a yearly Preventive Maintenance schedule, which shall be provided to the Government for review and approval. The schedule shall be organized by month and shall detail the tasks required to be performed monthly, bi-monthly, quarterly, semi-annually and annually for each piece of equipment for the entire year. The schedule shall clearly identify the PM completion date for each piece of equipment. All monthly scheduled PM work shall be associated with a PM work order. The Contractor shall update and complete each work order in MAXIMO within the month scheduled. The Contractor shall also provide a monthly schedule of the work to be performed during the following month. Once approved, the Contractor shall adhere to the schedule in order to facilitate the inspection of the work by the Government. Any proposed changes to the approved schedule must be coordinated with the COR and submitted to the Contracting Officer for approval.

1.4.4.4. The Contractor shall use the Maximo database to generate Preventive Maintenance (PM) work order tickets for all the PM activities required under this contract. The Contractor shall ensure the database is kept up to date by updating the work order status to work complete after completing each preventive maintenance and repair. The Contractor shall identify in Maximo the work orders, either PM tickets or Service calls that have been inspected in accordance with the QC plan.

The Government will provide the Contractor with a computer that interfaces with the Maximo system for the Contractor’s daily use.

1.4.4.5. Maintenance Procedures: The PM plan shall contain detailed description of procedures for documenting maintenance and repairs performed; document history of equipment and components; and provide a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract.

The Contractor shall also include contingency plans in case any unexpected problem/failure occurs that could affect/impair any equipment for a period of time longer than 24 hours.

1.4.4.6. The Contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project System Operation and Maintenance Manuals (SOMMs), Pentagon standards and procedures, and acceptable industry practices, as approved by the Contracting Officer. All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material operation and maintenance manuals so that all warranties remain in effect for the term of this contract. When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

C.2.0 Monthly Reports. The Contractor shall use the Maximo database to generate and submit a monthly report of all the work performed to the Contracting Officer’s Representative (COR) no later than the 5th working day of the month following the month being reported. The report shall fully record the results of all scheduled and unscheduled maintenance and inspections. The report shall also include date of service, name of technician, and that the equipment or specific component was checked and the final condition noted.

C.3.0 Quality Control (QC) Plan. Within thirty (30) calendar days of contract award, the Contractor shall develop and maintain a QC plan to actively identify and correct performance failures for all work performed under this contract. The QC plan must identify resources and include procedures to maximize quality and ensure completion of Task Orders within the establish performance period for each Task Order. The Contractor’s organizational structure for its QC process shall be established in a manner that minimizes potential conflicts of interest between the offeror’s personnel (or subcontractors) that performs the PM work and the personnel that will inspect the PM work.

C.4.0 Operational Contingency Plans. Within thirty (30) calendar days of contract award, the

Contractor shall develop and maintain a plan for unplanned loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation, etc.); utilities curtailment, and accidental spills of hazardous materials.

C.5.0 Staffing Plan. The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract as part of the proposal prior to contract award.

Additionally, the plan shall identify key personnel (Project Manager and Site Foreman), contact information, and descriptions of roles and responsibilities for each staff member.

C.6.0 Definitions.

BOCC - The Building Operations Command Center (BOCC) is the primary location for the Pentagon Building Management Office to monitor all facility infrastructure systems and provide customer care functions. The BOCC acts as a customer call center and produces work orders for Pentagon reservation services. This service is provided 365 days a year 24/7 and routed accordingly.

COR - Contracting Officer’s Representative. Individual appointed by the Contracting Officer to act on behalf of the Contracting Officer within the limits of authority contained in the COR designation letter.

Exceptional Appearance – Physical appearance consistent with that anticipated for a memorial dedicated to the victims of the 9/11 attack on the Pentagon. The contractor will maintain a performance standard that reflects an appreciation of the visual and performance expectations of memorial visitors, especially family members. This extends to the general appearance of the memorial with particular emphasis on the individual memorial units. While not requiring perfection, the effort to produce this end result is characterized by an on-going activity to remove imperfections visually obvious to the casual observer and that would be negatively viewed as a sign of lack of care or disrespect and surpassing what is common, usual, or average. Efforts to produce this “exceptional appearance” condition should be especially evident during Standard Hours of Operation.

Emergency – A situation requiring immediate action to eliminate hazards to personnel or equipment, to prevent loss of or damage to property, or to restore essential services or functions that have been disrupted.

Emergency Service Call - Requires immediate response after receipt, Contractor on-site within two

(2) hours. Response requires continuous work without interruption to arrest the condition before departing the job site. If further labor and material is required to complete the service call, the work will be completed within the time requirements of a routine service call.

Inspection System - The Contractor’s system of controlling the equipment, systems, or services to insure that requirements of the contract are met. The Contractor is responsible for meeting requirements without Government assistance.

Major Repair - Repairs with estimated costs from $2,000.01 to $100,000 (labor and material).

Major repairs may be acquired under the indefinite quantity portion of the contract. Major repairs are subject to the Davis-Bacon Act.

Maintenance services - Preventive maintenance, tours, watches, service calls, and minor repairs to Memorial operating equipment and systems. The day-to-day, periodic, or scheduled work required to preserve real property or equipment to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage and/or failure that otherwise would be more costly to restore.

Maximo - Computerized Maintenance Management System that enables service call data tracking and Building Operations and Maintenance tracking of equipment and reporting information related to service calls, preventative maintenance, repairs, and work order requests from receipt to completion.

Minor Construction - New construction work ordered under the indefinite quantity portion of this contract with an estimated cost from $2,000.01 to $100,000 (labor plus material). Minor construction work is subject to the Davis-Bacon Act.

Minor Repair - The estimated cost of repair is $2,000 or less (labor plus material). Minor repairs are included in the fixed-price portion of the contract and are subject to the Service Contract Act.

OEM - Original Equipment Manufacturer On-Site Representative - A person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the contractor Operator Maintenance - Operator maintenance includes, but is not limited to, brushing pools, cleaning filtering devices (bar screens, grates, etc.); inspection for excessive wear, damage, leaks and corrosion; checks of equipment for excessive noise, vibration and overheating; checking of fluid levels; operator corrosion control; check for proper operation of instrumentation and safety devices;

and reporting of mechanical deficiencies for correction or repair. The operator shall report any deficiencies requiring repairs in a timely manner especially if urgent or emergent. All operator maintenance shall be accomplished in accordance with applicable SOMMs or suggested manufacturer requirements. Any deviation to the requirements is subject to the Contracting Officer’s approval.

Pest - All infestations and infections indigenous to plants, i.e., insects, mites, diseases, nematodes, snails and slugs.

Plumbing System - Consists of, but not limited to, all water distribution lines for landscaping and memorial unit pools, pumps, water heaters, distribution boxes, valves, piping, fittings, filters, fixtures, gauges, and nozzles. Systems are very sensitive and must remain finely tuned. Adjustments shall be made only by qualified individuals.

Preventive Maintenance Program - Includes, but not be limited to, periodic inspection, testing, cleaning, touch-up painting, lubrication, and adjustment; insulation of equipment; lubricating and oil replacement; filter cleaning and replacement; minor parts replacement, and repairs required to keep systems and equipment in optimum operating condition and to minimize malfunction, breakdown, and deterioration of equipment and comply with OEM requirements. Except as otherwise specified, the minimum scope of frequency of preventive maintenance will be at least the same standard and frequency specified in the SOMMs or manufactures recommendations. Any deviation to the requirements is subject to the Contracting Officer’s approval.

Pathway – A designated paver/concrete path for pedestrians to travel in and around the memorial.

Remote Delivery Facility (RDF) – The designated vehicle entry control point for security screening of all vehicles and material being brought onto the Pentagon reservation.

Repair - The restoration of a system, to include collateral equipment, to a condition substantially equivalent to its original intended and designed capacity, efficiency or capability. It includes the replacement of systems and collateral equipment necessitated by incipient or actual breakdown.

Repair may be adjustment, overhaul, reprocessing, or replacement of constituent parts or materials that are missing or have deteriorated by action of the elements or usage, or replacement of the entire unit or system if beyond economical repair. Routine minor repairs are covered by the Service Contract Act.

Service Calls - Service calls are defined as unscheduled maintenance and routine minor repair;

alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items;

relocation of equipment, materials, and devices; and miscellaneous services. Material costs include parts or entire unit replacement if repair is not economically feasible. All service call work estimated to cost $2,000 or less (labor plus material) is included in the firm fixed-price portion of the contract.

SOMM - System Operation Maintenance Manuals. These manuals will be available at the PBMO office.

Standard Hours of Operation – Standard Hours of Operation are based on Eastern Standard Time (8:00am-8:00pm) or Daylight Savings Time (8:00am-10:00pm), 365 days per year (includes all holidays and weekends).

C.7.0 Government Furnished.

7.1. The Government will provide the contractor a space for attic stock items. The Contractor shall make no alterations to this storage space without specific written permission from the COR.

The Contractor shall return the facilities to the Government in the same condition as received given normal wear and tear. The type of space, square footage, and space location are contained in the table below.

Government Provided Space

Type of Space Square Footage Location Storage: Consumable Attic Stock J-C4

~ 300 Pedestrian Bridge #2

Storage: Custom Attic Stock J- C4

~ 500 PLCC Bridge Storage

Office Space ~ 100 Pedestrian Bridge #3 Break Room / Equipment Space ~ 400 Pedestrian Bridge #3

7.2. The Government will provide access to as-built drawings, SOMMS, manufacturer requirements, and other construction and maintenance related documents and manuals at the PBMO office.

7.3. The Government will provide Information Assurance training and a Common Access Card

(CAC) upon completion of network training.

7.4. The Government will provide MAXIMO training as needed.

C.8.0 Schedule of Deliverables.

Deliverable Reference Required Submission Time ADA Compliant Restrooms

Section 1.2.8 As part of the proposal prior to contract award

PM Program Plan Section 1.4.4 NLT 30 calendar days after contract award Job Plans Section 1.4.4.1 NLT 30 calendar days after contract award Annual PM Schedule Section 1.4.4.3 NLT 30 calendar days after contract award Monthly Report Section 2.0 NLT 5th working day of each month Quality Control Plan Section 3.0 NLT 30 calendar days after contract award Operational Section 4.0 NLT 30 calendar days after contract award

Contingency Plan Staffing Plan Section 5.0 As part of the proposal prior to contract award Material Safety Data Sheets (MSDS).

Section 9.7 NLT 30 calendar days after contract award

Contractor’s uniforms Section 9.9 As part of the proposal prior to contract award Pest Control Section 10.1.15 NLT 30 calendar days after contract award Memorial Operating Plan

Section 11.7 NLT 10 calendar days after contract award

C.9.0 Contractor Furnished.

9.1. The Contractor shall provide all labor, supervision, tools, materials, transportation, and management to perform preventive maintenance, service calls, and repairs (minor and major) for all equipment, systems, facilities, and grounds designated to the Pentagon Memorial.

9.2. The Contractor shall manage the attic stock inventory and restore to original stock levels annually and upon termination of the contract. Attachment J-C4 is consumable attic stock items that the Contractor shall restock under the fixed price of this contract. Attachment J-C4 is custom items that will be restocked under the Indefinite Quantity portion of the contract.

9.3. Estimated Consumable Attic Stock Usage can be found in Table 9.3.

Table 9.3 Estimated Consumable Attic Stock Usage

Product Annual Usage Pre Mixed gravel 1Pallet; one ton Birth year light Fixture 1 MU QL Bulb 3 MU LHUB light Generator 8 MU LHUB Light Ballast 8 Gateway Pavers 3 pavers Park Pavers 3 pavers

9.4. The Contractor shall provide, secure and maintain an ADA compliant restroom trailer at the memorial site.

9.5. The Contractor shall submit to the COR a list indicating the name of the manufacturer and the intended use of each of the materials proposed for use in the performance of this contract. The Contractor shall not use any materials, chemicals, or compounds which are not recommended by the equipment manufacturer or the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by government.

9.6. Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

9.7. 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 (± ten percent) and the locations of all materials requiring an MSDS stored by the Contractor on the Pentagon Reservation. The Contractor shall update this information at least once each quarter or more frequently when quantities for any material change by more than ten percent for any single product. The Contracting Officer or COR reserves the right to disapprove of any materials or chemicals.

9.8. Environmentally Preferred Products (EPP): The Contractor shall meet or exceed the mandatory environmental preferable criteria and required consistencies and incorporated in the Contractor’s Stewardship Plan as specified in paragraph 11.8.3 for all of the chemical cleaning-products used during the performance of the contract.

9.9. Uniforms: The Contractor shall require its employees, supervisors and sub-contractors to wear distinctive uniform clothing, safety shoes and shall assure that every employee is in uniform upon contract start date. Employees shall wear uniforms consisting of shirts and trousers, coveralls, or smocks for men, and dresses, and blouses with skirts or slacks, or smocks, as appropriate, for women. The uniform shall have the Contractor’s name, easily identifiable, permanently attached above the waist. The color or color combination of the Contractor’s uniforms worn on the Pentagon Reservation shall be approved, in advance, by the COR. Unless the performance of a particular task requires otherwise, the Contractor’s employees shall maintain an appearance that is neat and clean, and reflects favorably upon both the Contractor and the Department of Defense.

C.10.0 Specific Requirements.

10.1. Required Tasks under Firm Fixed Price.

10.1.1. The Contractor shall provide maintenance services, including preventive maintenance, minor repairs, and service call response for the Pentagon Memorial that results in extending the useful life of equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency. The contractor shall perform maintenance that requires shutting down major systems, such as the water pump or illumination, outside of the Standard Hours of Operation, unless approved by the COR.

10.1.2. The Contractor shall provide landscape maintenance services characterized by an all-encompassing, environmentally sound horticulture program. Attachment J-C6 contains 5 drawings showing the Memorial Planting Plan. Drawing B02LP02 of Attachment J-C6 also contains the Plant Schedule detailing the plants and trees to be maintained under this contract. Attachment J-C7 contains 5 drawings showing the Memorial Irrigation Plan. The Contractor’s program shall include the management and beautification of all grounds of the memorial to include the landscaping surrounding the temporary restroom. The Contractor shall maintain the Memorial grounds to accommodate multi-functional activities, such as visitors and scheduled official ceremonies. The Contractor shall follow the philosophy and strategies of integrated pest management (IPM) to assure the protection of human health and safety, the protection of wildlife, the prevention of phototoxic responses on desirable plant life, and prevention of pollution of water resources.

10.1.3. The Contractor shall provide grounds keeping services, which would reflect an “Exceptional Appearance” condition during prime visiting hours.

10.1.3.1. Grass shall be no higher than 3 inches.

10.1.3.2. Tree health shall be maintained at an “Exceptional Appearance” level.

10.1.3.3. Inspection examples should include recording discoloration of leaves over time, leaf size recorded, deformed growth, etc.

10.1.3.4. Plant health shall be maintained at an “Exceptional Appearance” level. The contractor shall have 98% of all plants maintained to an “Exceptional Condition” during Standard Hours of Operation. The contractor shall replace any plant that does not meet the condition within 72 hours.

10.1.4. The Contractor shall provide a fountain water treatment program that will control corrosion, prevent scale, algae, and slime in all groundwater control, fountain, heating and air-conditioning equipment/systems throughout the memorial in compliance with the terms and conditions of the EPA NPDES permit and using suitable slime inhibitors, algaecides, or EPA registered biocides. The fountains shall maintain an “Exceptional Appearance” free of trash and debris during the Standard Hours of Operation.

10.1.4.1. The water treatment must prevent the buildup of algae and adherent mineral deposits (scale) on the heat transfer surfaces of the equipment or systems…