HQ0034-14-R-0082-0001.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

This amendment is issued to revise the RFP CLINs, terms, clauses and conditions.

See Summary of Changes.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 62

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

16C. DATE SIGNED

BY 13-Jun-2014

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 HQ0034-14-R-0082

X 9B. DATED (SEE ITEM 11)

30-May-2014

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 is extended, X 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 1 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

13-Jun-2014

CODE

WHS - ACQUISITION DIRECTORATE

1225 S CLARK STREET, SUITE 1202

ARLINGTON VA 22202-4371

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

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HQ0034-14-R-0082

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0001

The CLIN extended description has changed from Preventive Maintenance to provide a comprehensive maintenance program, for all the Uninterruptible Power Supply Systems, Battery Systems, Generators at the Heating and Refrigeration Plant (H&RP), The Pentagon Building, and the Incinerator building. to Contractor shall provide Preventive, Corrective and Predictive Maintenance to provide a comprehensive maintenance program, for all the Uninterruptible Power Supply Systems, Battery Systems and Generators In accordance with the PWS. See, Section C.

CLIN 0006

The CLIN extended description has changed from CON SERV W5 2B240 - See Attachment 3 and Section C, Subpargraph 6.5 Batteries to CON SERV W5 2B240 - See Attachment 3 and Section C, Subparagraph 6.5 Batteries.

CLIN 0007

The CLIN extended description has changed from CON SERV W5 2B240 - See Attachment 3 and Section C, 6.5. to CON SERV W5 3B240 - See Attachment 3 and Section C, 6.5.

CLIN 1001

a comprehensive maintenance program, for all the Uninterruptible Power Supply Systems, Battery Systems, Generators at the Heating and Refrigeration Plant (H&RP), The Pentagon Building, and the Incinerator building. to Contractor shall provide Preventive, Corrective and Predictive Maintenance to provide a comprehensive maintenance program, for all the

PWS. See, Section C..

CLIN 1003

The CLIN description has changed from C&D UPS12-490MR to Enersys 12HX540-

FR.

The CLIN extended description has changed from CON SERV W2 5B647 - See Attachment 3 and Section C, 6.5. to Mother UPS ME846 - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has increased by 880.00 from 80.00 to 960.00.

CLIN 1004

The CLIN description has changed from C&D UPS12-475FR to Data Safe D 4DX- 13B.

The CLIN extended description has changed from Radio RM W1 5B400A - See Attachment 3 and Section C, Section 6.5 to C8 UPS 1C879 - See Attachment 3 and Section C, Section 6.5.

The pricing detail quantity has increased by 204.00 from 36.00 to 240.00.

CLIN 1005

The CLIN has been deleted.

CLIN 1006

CLIN 1007

CLIN 2001

a comprehensive maintenance program, for all the Uninterruptible Power Supply Systems, Battery Systems, Generators at the Heating and Refrigeration Plant (H&RP), The Pentagon Building, and the Incinerator building. to Contractor shall provide Preventive, Corrective and Predictive Maintenance to provide a comprehensive maintenance program, for all the

CLIN 2003

The CLIN description has changed from C&D UPS12-490MR to Data Safe D 4DX- 13B.

The CLIN extended description has changed from CON SERV W2 5B647 - See

Attachment 3 and Section C, 6.5. to C9 UPS 1C926 - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has increased by 40.00 from 80.00 to 120.00.

CLIN 2004

The CLIN description has changed from C&D UPS12-475FR to Enersys 12HX505-

FR.

The CLIN extended description has changed from Radio RM W1 5B400A - See Attachment 3 and Section C, Section 6.5 to Con Serv W1 3B400 - See Attachment 3 and Section C, Section 6.5.

The pricing detail quantity has increased by 84.00 from 36.00 to 120.00.

CLIN 2005

The CLIN description has changed from C&D UPS12-490MR to Enersys 12HX400-

FR.

The CLIN extended description has changed from Tennant O BB926 - See Attachment 3 and Section C, 6.5. to RDF ITA UPS 1J7BHV1- See Attachment 3 and Section C, 6.5..

CLIN 2006

The CLIN description has changed from Enersys 12HX540-FR to Enersys 12HX505-

FR.

The CLIN extended description has changed from CON SERV W5 2B240 - See Attachment 3 and Section C, Subpargraph 6.5 Batteries to CCSP W1 1B458 &1B462 - See Attachment 3 and Section C, Subparagraph 6.5 Batteries.

The pricing detail quantity has decreased by 40.00 from 200.00 to 160.00.

CLIN 2007

The CLIN description has changed from Enersys 12HX540-FR to Enersys 12HX300-

FR.

The CLIN extended description has changed from CON SERV W5 2B240 - See Attachment 3 and Section C, 6.5. to NAVY UPS 1A310A-1 - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has decreased by 120.00 from 200.00 to 80.00.

CLIN 3001

a comprehensive maintenance program, for all the Uninterruptible Power Supply Systems, Battery Systems, Generators at the Heating and Refrigeration Plant (H&RP), The Pentagon Building, and the Incinerator building. to Contractor shall provide Preventive, Corrective and Predictive Maintenance to provide a comprehensive maintenance program, for all the

CLIN 3003

The CLIN description has changed from C&D UPS12-490MR to DEKA UNIGY

HR7500ET.

The CLIN extended description has changed from CON SERV W2 5B647 - See Attachment 3 and Section C, 6.5. to C10B UPS BB1040A - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has increased by 1,200.00 from 80.00 to 1,280.00.

CLIN 3004

CLIN 3005

CLIN 3006

CLIN 3007

CLIN 4001

a comprehensive maintenance program, for all the Uninterruptible Power Supply Systems, Battery Systems, Generators at the Heating and Refrigeration Plant (H&RP), The Pentagon Building, and the Incinerator building. to Contractor shall provide Preventive, Corrective and Predictive Maintenance to provide a comprehensive maintenance program, for all the

PWS. See, Section C.

CLIN 4003

The CLIN description has changed from C&D UPS12-490MR to C&D UPS12-

350MR.

The CLIN extended description has changed from CON SERV W2 5B647 - See Attachment 3 and Section C, 6.5. to Con Serv W1 3B500 - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has increased by 40.00 from 80.00 to 120.00.

CLIN 4004

The CLIN description has changed from C&D UPS12-475FR to Enersys 12HX450-

FR.

The CLIN extended description has changed from Radio RM W1 5B400A - See Attachment 3 and Section C, Section 6.5 to CON SERV W4 2B960 & 3B957 - See Attachment 3 and Section C, Section 6.5.

The pricing detail quantity has increased by 364.00 from 36.00 to 400.00.

CLIN 4005

The CLIN extended description has changed from Tennant O BB926 - See Attachment 3 and Section C, 6.5. to RDF ITA UPS 1J7BHV1 - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has decreased by 140.00 from 160.00 to 20.00.

CLIN 4006

The CLIN description has changed from Enersys 12HX540-FR to C&D 4DX-13B.

The CLIN extended description has changed from CON SERV W5 2B240 - See Attachment 3 and Section C, Subpargraph 6.5 Batteries to C1 UPS 1D135A - See Attachment 3 and Section C, Subparagraph 6.5 Batteries.

The pricing detail quantity has decreased by 80.00 from 200.00 to 120.00.

CLIN 4007

The CLIN description has changed from Enersys 12HX540-FR to C&D UPS12-

350MR.

The CLIN extended description has changed from CON SERV W5 2B240 - See Attachment 3 and Section C, 6.5. to CON SERV W1 RM 5B400 - See Attachment 3 and Section C, 6.5..

The pricing detail quantity has decreased by 120.00 from 200.00 to 80.00.

CLIN 4008 is added as follows:

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4008 160 Unit OPTION Enersys 12HX505-FR

FFP

TENNANT O BB926 See Attachment 3 and Section C, 6.5.

NET AMT

CLIN 4009 is added as follows:

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4009 240 Unit OPTION Enersys 12HX505-FR

FFP

CON SERV W2 2B555, 3B555, & 4B555. See Attachment 3 and Section C, 6.5.

NET AMT

PERFORMANCE WORK STATEMENT

SECTION C. DESCRIPTION/SPECIFICATIONS

C.1.0 General

1.1. Introduction. This is a Preventive, Corrective and Predictive Maintenance contract to provide a comprehensive maintenance program for all Uninterruptible Power Supply Systems (UPSs), Battery Systems, and all associated electrical distribution devices at The Pentagon Building, Heating and Refrigeration Plant (H&RP), Modular Office Complex, all PFPA Police Booths, and the Incinerator building on the Pentagon Reservation.

1.1.1. The overall contract management will be accomplished by the Federal Facilities

Division (FFD) of the Washington Headquarters Services (WHS). The Federal Facilities Division (FFD) is responsible for operating and maintaining the Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant, the Modular Office Complex and all Reservation grounds and parking areas. One of these offices within FFD is the Pentagon Building Management Office (PBMO). PBMO is responsible for the Pentagon building, the Modular Office Complex, and related grounds and parking areas. PBMO’s Operations and Maintenance branch will serve as the primary Government point of contact for this contract and provide the Contracting Officer Representative

(COR).

1.2. Scope.

1.2.1. Overview. The contract encompasses all activities associated with the maintenance and repairs of all UPSs, Battery Systems, and all associated electrical distribution devices including but not limited to Static Transfer Switches, Power Distribution Units, Remote Power Panels, Maintenance Bypass Cabinets, Fused Disconnects, Enclosed Circuit Breakers, Generators, and all electrical conductors/cables supporting the UPS distribution system.

Attachment 1 provides a list of the 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 shall maintain the replacement equipment and systems. Changes to the inventory will not result in a change to the contract.

1.2.2. The Attachment 1 identifies the existing UPS systems with the associated model and serial numbers, kVA ratings, number of units, and the ancillary devices for a list of the complete system. Attachment 3 identifies the existing UPS battery equipment with associated model and serial numbers, number of units, existing date of manufacturer, and anticipated dates of replacement. The contractor shall provide a comprehensive preventive / predictive maintenance plan, which captures all major repair, and minor repairs for the items identified in Attachment 1. The predictive plan shall include the anticipation for repair/replacement prior to system failure.

1.2.3. When notified by the COR, the contractor shall respond to all service or emergency calls. Upon receiving a service call or an emergency call, the contractor shall respond within 30 minutes call back time and shall be on site within a two (2) hour response. This service shall be a seven days a week, 24 hours a day (year-round) requirement.

Contract Objectives. To maintain Mission Critical (MC) power systems by ensuring little or no down time due to system or component failures. Services shall at a minimum comply with the references listed in paragraph 1.2.3.4 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.

1.2.3.1. The work shall include, but not be limited to, the identification, planning, scheduling, status reporting, analysis of the UPS maintenance requirements, and the accomplishment of the required maintenance/repairs, including emergency repairs, and testing as necessary to preserve the UPS in a like new condition, and to prevent premature breakdown or the need for expensive repairs.

1.2.3.2. Many of the UPS output breakers are reaching their end of life and have experienced nuisance tripping issues. The contractor may be required to replace approximately 45 such breakers and/or trip units throughout the duration of the contract.

1.2.3.3. The contractor shall provide qualified personnel (minimum of 2) for the annual Integrated Systems Test (IST), which normally occurs on a weekend.

1.2.3.4. In general, all maintenance shall be in accordance with the manufacturer’s recommendations, industry standards and the systems operations and maintenance manuals (SOMMs). References shall include but not be limited to, the latest versions following at the time of the task performance:

a) NFPA 70, National Electric Code

b) NFPA 70B, Recommended Practice for Electrical Equipment Maintenance

c) NFPA 70E, Standard for Electrical Safety in the Workplace

d) UFC 3-501-01 Electrical Engineering, with Change 2

e) UFC 3-520-01 Interior Electrical Systems, with Change 2

f) UFC 3-520-05 Stationary Battery Areas

g) UFC 3-560-01 Electrical Safety, O&M; with Change 4

h) IEEE Standard 1188, “Recommended Practice for Maintenance, Testing, and Replacement of Valve-Regulated Lead-Acid (VRLA) Batteries for Stationary Applications”

i) IEEE Standard 902, “Maintenance, Operation, and Safety of Industrial and Commercial Power Systems”

j) IEEE Standard 446, “Emergency and Standby Power Systems for Industrial and Commercial Applications"

k) NETA Acceptance and Maintenance Standards

1.2.3.5. The primary maintenance issue is the vast number of separate, yet functionally related, individual systems to be maintained. Additionally, the UPS systems are located in classified locations, which make them mission critical to the operations of various DoD agencies. Attachment 2 details what level of clearance is required for this contract.

1.2.3.6. All system disruptions must be addressed in a timely manner (under one hour) in order to preserve the operations of the tenant’s individual missions.

1.2.4. Repairs. The cost of performing repairs for all UPSs & associated systems, batteries, and generators with a value of less than $25,000 shall be included in the price for the Preventive and Predictive Maintenance and Inspection Program.

Attachment 5 provides historical information on repairs conducted over the past 5 years.

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/os haweb/owadisp.show_docu ment?p_table=STANDAR DS&p_id=9765

Contractor Performance Assessment Report System

(CPARS)

http://cpars.navy.mil/

1.3. Task Orders: Major Repair

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

1.3.2. Major Repairs are defined as any repair or replacement of the equipment listed in attachment 1 of the contract that exceeds $25,000.

http://www.ilpi.com/msds/osha/1910_1200.html 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://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/

1.3.3. Task Ordering procedures: See section H: Task ordering procedures

1.3.4. Upon receipt of the Government’s task order request for proposal (RFP), the

Contractor shall submit a proposal within 10 calendar days.

1.3.5. When several components of a single equipment requires repair under a service call, the $25,000 repair threshold will be based on the total cost to bring the single piece of equipment back into service.

1.4. Pricing Task Orders

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

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

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

1.4.1.3. For repairs above $25,000, the Contractor is responsible for the first $25,000 of the repair price and the Government is responsible for amounts above $25,000.

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

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

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

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

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

1.4.2.5. For repairs above $25,000, the Contractor is responsible for the first $25,000 of the repair price and the Government is responsible for amounts above $25,000.

C.2.0 Definitions

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.

Corrective Maintenance - Maintenance and repair work required to return a system or component to proper operating condition.

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. 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.

Maintenance services - Preventive maintenance, tours, watches, service calls, and minor repairs to UPS 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.

Operator Maintenance - Operator maintenance includes, but is not limited to, cleaning, 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

Project Manager - 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

PDU – Power Distribution Unit - is a device that distributes electrical power.

Preventive Maintenance Program - Includes, but is not limited to, periodic inspection, testing, cleaning, lubrication, and adjustment; insulation of equipment; 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 manufacturers recommendations.

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 an 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. See Attachment 6.

Service Calls - Service calls are defined as unscheduled maintenance and routine minor repair; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; locksmith services; relocation of equipment, materials, and devices;

and miscellaneous services. Material costs include parts or replacement of the entire unit if repair is not economically feasible.

SOMM - System Operations Maintenance Manuals are a set of manuals that will assist in operation, maintenance, and the repair of the systems and list components over the life cycle. These manuals will be available at the PBMO office.

C.3.0 Acronyms

MBC – Maintenance Bypass Cabinet

OEM - Original Equipment Manufacturer

PFPA – Pentagon Force Protection Agency

PPMI – Preventive and Predictive Maintenance and Inspection Program

RPP – Remote Power Panel

SBC – System Bypass Cabinet

SOMMS – System Operations Maintenance Manuals

STS – Static Transfer Switch

C.4.0 Government Furnished

4.1. The Government will provide the contractor a space for attic 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 fair 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

Attic Inventory Space ~200 RDF

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

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

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

C.5.0 Contractor Furnished

5.1. Contractor shall manage the attic inventory and restore to original stock levels annually and upon termination of the contract.

5.2. Material Safety Data Sheets (MSDS). The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The Contractor shall provide the COR with a MSDS for each material in use or stored on the Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS stored by the Contractor on the Pentagon Reservation. The Contractor shall update this information at least once each quarter or more frequently when quantities for any material change by more than ten percent for any single product. The CO or COR reserves the right to disapprove of any materials or chemicals.

5.3. 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. The Stewardship Plan shall adhere to Executive Orders 13423 & 13514 and Energy Independence and Security Act of 2007. The Stewardship plan shall also take into account the requirements of paragraph C-6.8 for all of the chemical cleaning-products used during the performance of the contract.

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

C.6.0 Preventive Maintenance Program

6.1. Preventive and Predictive Maintenance and Inspection Program. The contractor shall develop and implement a Preventive and Predictive Maintenance and Inspection Program (PPMI) for this contract. The contractor shall provide UPS and generator maintenance services, including preventive maintenance, minor repairs, major repairs and emergency call response for the Pentagon, Incinerator Plant, Modular Office Complex, all PFPA Police Booths and the Heating and Refrigeration Plant 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 PPMI program shall include all inspection, checks, adjustments, and maintenance items necessary to insure that each system complies with applicable manufacturers’ or industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved SOMMs for the equipment. The intent of PPMI program is to provide routine maintenance services that permit the early detection and correction of items which, if deficient or defective, would: (a) interfere with normal operation of the system; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the contracting officer as an indication of unsatisfactory performance of the PPMI by the contractor. The contractor shall furnish all parts, labor, materials, and supervision necessary for the preventive and predictive maintenance, inspections, and major and minor repairs for the equipment listed in Attachment 1. Attachment 1 identifies the UPS systems with the associated model and serial number, kva ratings, number of units and ancillary devices (i.e. RPP’s, maintenance bypass cabinets, power distribution units, etc) for a complete system.

6.2. PPMI Program Plan

6.2.1. 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 the start date. 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.

6.2.1.1. The contractor shall update and resubmit three copies of the plan to the contracting officer 30 days before either a base performance period or an option performance period. The schedule shall indicate, for each item of equipment or system identified in Attachment 1, the day of the week in which weekly 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 on regular Government working days. 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.

6.2.1.2. The contractor performs all PM work specified herein on the dates shown in the accepted PPMI schedule. The contractor shall correct all equipment deficiencies identified during the PPMI. When possible, equipment deficiencies detected during the PPMI’s program shall be corrected on the date they were first discovered. All deficiencies shall be corrected in a timely manner so as not to affect facility operations. If the deficiency cannot be corrected immediately or at least within 24 hours, the contractor shall notify the CO/COR BEFORE leaving the activity. This notification shall provide the contracting officer, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

6.2.1.3. The detailed PPMI plan shall contain the maintenance procedures for all equipment and systems; establishes procedures for documenting the maintenance and repair history of equipment and systems; and provides a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract. The PPMI Plan includes, but is not limited to:

6.2.1.3.1. 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.

6.2.1.3.2. Maintenance schedules

6.2.1.3.3. Monthly Preventive & Predictive maintenance reports

6.2.1.3.4. Maintenance & Repair procedures

6.2.1.3.5. Quality Control Plan. In compliance with FAR 52.212-4(a)

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

6.2.1.3.6. 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.

6.2.1.4. The contractor’s PPMI plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project SOMMs, Pentagon Standards and procedures, and acceptable industry practices, as 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.

6.2.1.5. 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 UPSs, generators and equipment 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 manufacturer 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. 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.

6.2.1.6. 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.

6.2.1.7. Maintenance services shall be performed in a manner that avoids interruption of electrical power to all loads. However, if an outage is required to fulfill the maintenance contract, then 2 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 UPS system (e.g., circuit breakers in the Switchgear Room).

6.2.2. Corrective Maintenance: 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 is defined as maintenance work which involves the repair or replacement of components which have failed or broken down and were discovered during preventive maintenance. 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.

6.3. UPS:

6.3.1. The contractor shall acquire and retain maintenance materials and a spare parts inventory as necessary (e.g., as listed in Attachment 4, the manufacturers’ documentation, etc.) to provide the services required by this contract. A minimum of at least one spare part kit per system type must be maintained at all times at the Pentagon. The highest level spare part kits per the manufacturers’ recommendations must be maintained. The contractor shall update and stay current with all spare part kit changes per manufacturers’ updates. The contractor shall provide an updated inventory of their spare part kits to the COR quarterly.

6.3.2. Contractor shall have and maintain the highest-level complete spare parts kits for every type of UPS system in Attachment 1.

6.3.3. The contractor shall be responsible for all minor repairs to the UPS systems as part of the contract.

6.4. Generators:

6.4.1. The Contractor shall perform maintenance on the nine 2MW generators and associated distribution equipment. The Contractor shall report any deficiencies found during maintenance of the generators.

6.4.2. The contractor shall perform the Generator tests annually according to the SOMMs, the manufacturers’ instructions, and industry standards: Generator engine function test utilizing manufacturer’s software, and a Vibration Analysis.

6.4.3. For all generator repair work exceeding the threshold value identified in 1.2.4, the contractor shall provide notification to the CO / COR, an estimate of labor hours and materials required to complete the necessary repairs, using R.S.

Means, along with a schedule for accomplishing the work. The Contractor shall perform all repairs for the generators if required by the government. The Government reserves the right to go to other vendors, contractors, etc. for generator support at any time.

6.5. Batteries:

6.5.1. The contractor shall be responsible for replacing all sealed cell & flooded cell batteries based on the manufacturers’ dates at an interval determined by the government, manufacturers’ instructions, or industry standards. If there is a conflict, the most stringent shall apply.

6.5.2. The contractor shall be responsible for providing all necessary labor and materials to ensure fully operational battery systems when there are physical adjustments and/or modifications of the battery cabinets, racks, disconnect, or concrete pads required.

6.5.3. All batteries shall be replaced at the same time based on the manufactures date and the installation date. Attachment 3 provides the most current battery replacement schedule. Any changes must be approved by the CO.

6.5.4. All other batteries shall be included as replacement of up to 5% of the battery string annually as part of the fixed-price of the contract.

6.6. Personnel

6.6.1. Project Manager - The Project Manager shall be an Electrical Engineer with at least 7 years direct experience in UPS and Generator systems maintenance or a Master Licensed Electrician with at least ten years direct experience in UPS and Generator systems maintenance and 5 years’ experience in working with system voltages up to 13.8kV.

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

6.6.3. Critical Power Technicians - The contractor shall provide qualified, factory trained and certified maintenance personnel; training and certification must be current. The contractor shall provide factory trained personnel in maintenance of UPS systems, generators, and in maintenance of the particular units installed (including attendance at class sponsored by the UPS and generator manufacturer). The contractor shall provide authorized personnel trained with the MGE and Caterpillar software to provide the necessary maintenance to effectively maintain the UPS and generator equipment.

6.6.4. The contractor shall ensure that they have trained MAXIMO 7.5 personnel on their staff for managing data, completing work orders and assure data integrity of the mission critical power assets.

6.7. Records

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

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

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

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

6.7.5. The contractor shall ensure that all equipment is entered into the MAXIMO database and into a work complete status after completing each preventive maintenance and repair.

6.7.6. The contractor shall establish records, reports, and work control systems, in an electronic database format compatible to MAXIMO 7.5, which catalogs the equipment inventory for the UPS equipment required to receive PPMI under this contract, their associated PMI data; including inspection plans/tasks, frequencies of inspection/maintenance, scheduling, completion records of repairs made to equipment, and associated repair/maintenance costs. All information shall be provided in a format suitable for entry into the Government's MAXIMO system.

6.7.7. Upon notification by the CO / COR, the contractor will be responsible for utilizing government furnished PDA – handheld devices to input the maintenance data into the MAXIMO 7.5 database system.

6.7.8. The contractor shall provide an approved monthly report on all maintenance, service calls, and emergency calls provided under this contract to the COR.

This report shall at a minimum capture all actions of the previous month.

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

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

COR.

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

6.8. Environmental

6.8.1. Environmentally Preferred Products (EPP): Environmental Management. In order to comply with federally mandated environmental preference programs and Department of Defense (DOD) “Green Procurement Program” (GPP) policy, the Government requires the use of environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov).

6.8.2. Products and Materials. Custodial cleaning products required in the performance of this SOW shall meet as a minimum, Green Seal Product Standards (http://www.greenseal.org/findaproduct/index.cfm).

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

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

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

http://www.ofee.gov/ http://www.greenseal.org/findaproduct/index.cfm

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

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

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

Performance Requirement

Performance Standard

(Acceptable Quality Level)

Method of Assessment

The Contractor shall provide maintenance, and repair services for the Pentagon Reservation as detailed in the

PWS.

All UPS & Battery systems and components shall be operational 99% of the time with no failed system or component down longer than 48 hours for any single event.

Periodic inspections.

Interim and final

CPARS

reports.

The UPS & Battery systems function in accordance with design and manufacturer’s specifications.

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

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.

Contractor 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.

C.7.0 Administrative Requirements.

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

7.2. Non-standard Operating Hours. The contractor may be required to perform during non-standard operating hours.

7.3. Program Manager. The Program Manager shall be available…