PWS_updated_April2017.pdf

STATEMENT OF WORK

FY17-21 Mechanical Preventive Maintenance Contract

1.0 Introduction. This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract for Preventive and Corrective Repair Maintenance services. The work effort is to provide a comprehensive maintenance program for Mechanical equipment and systems for the Pentagon Reservation, Washington D.C.

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

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

2.0 Scope Overview. The contract encompasses all activities associated with the maintenance, repairs and calibration of the Mechanical equipment and related systems to include Air Handling Units (AHU), Exhaust Fans, Fan Powered Induction Units (FPIUs), Heat Exchangers, Calibration of Meters and Gas Detection System, Variable Frequency Drives (VFD) units for speed control of equipment, Computer Room Air conditioning units (CRAC), Centrifugal Fans, Drinking Water Chillers, Heat Recovery System, Counterflow Cooling Tower, Centrifugal Chiller, Centrifugal Pumps and all types of Direct Expansion Air Conditioning units . To include all related components such as dampers, valves, motors, heating and cooling circulating pumps, bearings, coils, controls to including associated devices and sensors for each individual unit. All associated valves to include isolation and control valves, Motor Starters, strainers, steam traps for heat exchangers. Including associated sensors and devices for meter and verification of utilities. Some AHUs are equipped with High Efficiency Particulate Air (HEPA) filters including one (1) AHU that serves a firing range.

The HEPA filters serving a firing range shall be treated with hazmat waste and will require hazmat protective gear during maintenance. Used filters from the firing range shall be properly disposed as hazmat waste and removed from The Pentagon Reservation on same day the filters are replaced.

Attachment J-1 is an illustrative inventory of the types of equipment and systems to be maintained under this contract.

2.1. The Contractor shall furnish all parts, labor, materials, and supervision necessary for the preventive maintenance, predictive maintenance, any corrective maintenance repairs, service calls and major and minor IDIQ repairs for the equipment listed in J-1.

2.2. Maintenance and Repair will include performing periodic testing of air speed and radiant temperatures (field verifying sensors and equipment for proper operation) in occupied spaces to insure occupant comfort, and make adjustments to address recurring problems. Contractor shall meet the current American Society of Heating, Refrigerating and Air Conditioning Engineers(ASHRAE) Standards and Universal Space Plan requirements for Thermal Environmental Conditions for Human Occupancy, including continuous humidity control within established ranges per climate zone, manufactures guidelines and ASHRAE Current edition and standards of Ventilation for Acceptable Indoor Air Quality. During the life of the contract, individual pieces of equipment or complete systems may be replaced. The Contractor shall maintain the replacement equipment and systems. Changes to the inventory will result in a contract modification.

2.3. Attachment J-1. The Attachment identifies a complete list of the existing specific Mechanical systems and/or equipment that will be maintained under this contract. The Contractor shall provide a comprehensive preventive / predictive maintenance plan within 30 days of the start date of this contract. The predictive plan shall include the anticipation for repair/replacement prior to system failure.

2.4. Corrective Maintenance.

2.4.1. Corrective maintenance procedures shall at minimum comply with guidance provided in the

Standard Operating Maintenance Manual (SOMMS) and manufactures recommendations, which should be used as a basis for troubleshooting and repair. Corrective maintenance is maintenance and repair work required to return a system or component to proper operating condition Corrective maintenance shall be performed on a routine basis, as indicated in the SOMMs specified on the contract, and or as a result of preventive maintenance inspections accomplished by the Contractor in accordance with the SOMMs requirements.

2.4.2. Corrective Maintenance Repairs. The Contractor shall correct any deficiency while they are performing preventive maintenance. Performing Corrective Maintenance Repairs with a value of less than $2,000.00 per each repair request shall be included in the firm-fixed price of the Preventive and Predictive Maintenance and Inspection Program. Typically less than 100 Corrective Maintenance repairs with a value less than $2,000.00 per year would be expected.

2.5. Service Calls: The Contractor shall respond to all service calls provided by the COR, Engineering Supervisor, and Operations & Maintenance Manager. The two types of service calls are: Routine Response and Urgent response. Any repairs under $2,000.00 associated with the Service Call shall be included in the contract as part of the monthly rate under Contract Line Item Number (CLIN) 0001.

2.5.1. Routine Response: Upon receiving a routine call, the project manager shall respond within

(1) hour with a call back and shall be on site within (2) hour. This service shall be within Standard Hours of Operation. The Contractor’s normal operating hours shall be based on Local Time (6:00am-6:00pm) Monday through Friday. Typically less than 240 routine responses are expected per year.

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

2.5.3. All Services Call response requirements shall be completed within 24 hours of notification.

If Contractor is unable to complete services within required time period, the COR will be immediately notified and additional arrangements made to accomplish the required service.

2.6. The Contractor shall report any deficiencies found during maintenance of the Mechanical systems within 2 hours to the COR by phone call followed by e-mail.

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

2.8. Contractor recommended deficiency reporting format must be approved by the COR.

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

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

3.1. Services shall at a minimum comply with the references listed in the applicable publication listed in section 4.0 and the requirements of this Performance Work Statement (PWS). Where there are differences in the level of effort prescribed among the requirements in the references, the PWS, etc., services shall at minimum comply with the most stringent requirements.

3.2. The work shall include, the identification, planning, scheduling, status reporting, analysis of the mechanical equipment and systems maintenance requirements, and the accomplishment of the required maintenance/repairs, including emergency repairs, as necessary to preserve and maintain the systems and equipment in a faultless condition, thus preventing premature breakdown or the need for expensive repairs.

3.3. Provide Hardware and Software utility management, Technical support for any control calibration and repair, to include associated sensor calibration; repair and/or replacement (e.g., gas detectors, water meters and the current direct digital control system). Heating Ventilating, and Air Conditioning (HVAC) controls are primarily handled by Johnson Controls equipment via Metasys; Gas detection systems are provided by Mine Safety Appliance (MSA). Gas detectors are manufactured by MSA. Multiple headed panels (Ultima X) and associated (carbon monoxide and combustible gas) devices in the field. Current direct digital control system is provided by Johnson via Metasys. Control system for RDF Chiller Plant is provided by Rockwell Automation System.

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

4.0 References – In general, all maintenance shall be done in accordance with the manufacturer’s recommendations, industry standards, and the SOMMs. When performing work, references to applicable codes shall include but not limited to the latest versions of the following at the time of work performance:

4.1. ASHRAE: All Current standards & guidelines

4.2. National Fire Protection Association (NFPA) 70, National Electrical Code, curent versions

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

4.4. International Mechanical & Plumbing Code requirements

4.5. Occupational Safety and Health Administration (OSHA) Part 1926, all subparts

4.6. Applicable Documents

5.0 Government Provided Resources:

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

5.2. The Government shall provide Information Assurance training and a Common Access Card (CAC) card upon completion of training.

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

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

5.5. The Government shall provide hand held radio to be utilized in the Pentagon Reservation for communication.

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

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

6.0 Contractor Furnished.

6.1. Material Safety Data Sheets (MSDS). The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The Contractor

Publications Title

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

Hazardous waste operations and emergency response. – 1910.120 http://www.osha.gov/pls/oshaweb/owadisp.show_ document?p_table=STANDARDS&p_id=9765

Contractor Performance Assessment Report System

(CPARS)

http://cpars.navy.mil/

Occupational Safety & Health Administration for Lock out Standards (OSHA 1910.147) http://www.osha.gov/ shall provide the COR with MSDS for each material in use or stored on the Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS stored by the Contractor on the Pentagon Reservation.

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

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

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

7.0 Preventive Maintenance (PM) Program

7.1. The Contractor shall develop and implement a PM Program within 30 days of the contract award which addresses preventive maintenance, minor repairs, major repairs and service call response for The Pentagon Building and Reservation that results in extending the useful life of the equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency. The intent of PM 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 PM by the Contractor.

7.2. The PM program shall include all inspection, checks, adjustments, and maintenance items necessary to insure that each system complies with applicable manufacturers’ or industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved SOMMs for the equipment.

7.3. PM Plan

7.3.1. Within 30 days of contract award, the Contractor shall submit three copies of the PM

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

7.3.2. The Contractor shall update and resubmit three copies of the plan to the contracting officer 30 days before option year period is exercised. The schedule shall indicate, for each item of equipment or systems identified in J-1, the day of the week in which weekly or more frequent inspections shall be performed. Submit PM 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 PM within the following time-of day constraints within Standard Hours of Operation. Once approved via email 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 approved schedule must be submitted via email to the contracting officer for approval.

7.3.3. The Contractor performs all preventive maintenance work specified herein on the dates shown in the approved PM schedule. The Contractor shall correct all equipment deficiencies identified during the PM. When possible, equipment deficiencies detected during the PM’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 via email and telephone the COR before leaving the activity.

This notification shall provide the contracting officer, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

7.3.4. The detailed PM plan shall contain the maintenance procedures for all equipment and systems; establishes procedures for documenting the maintenance and repair history of equipment and systems; and provides a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract.

7.3.5. The PM Plan includes, at a minimum:

7.3.5.1 Maintenance, and repair records to include maintenance log with service dates on the equipment. The Contractor shall maintain an equipment file in hard copy and in electronic format for each piece of equipment listed as a part of the MAXIMO system.

7.3.5.2 Maintenance schedules

7.3.5.3 Monthly Preventive & Predictive maintenance reports

7.3.5.4 Maintenance & Repair procedures

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

7.3.5.6 Contingency plans for loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation); utilities curtailment, and accidental spills of hazardous materials.

7.3.5.7 Safety plans - the Contractor shall provide a safety plan. The contractor shall develop and maintain a safety plan to insure safety plan that actively identifies and corrects safety concerns.

7.3.5.8 Staffing Plans – the Contractor shall provide a staffing plan.

7.3.6. The Contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project SOMMs, Pentagon standards and procedures, and acceptable industry practices, as approved by contracting officer. All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material warranties so that all warranties remain in full force and effect for the term of the contract.

When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

7.3.7. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance and repair of mechanical & electrical systems shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality as the original equipment specifications; shall conform to the applicable specifications of the accepted design build final design, or any applicable technical specifications provided by the designer record; and used in accordance with the original design and manufacture intent.

Items not listed in this specification or technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. All replacement 1” to 4” depth air filters shall be pleated panel filters rated Minimum Efficiency Reporting Value (MERV) 13 in accordance with ASHRAE Test Standard 52.2-2007; filter construction shall include an expanded metal support grid totally laminated to media to insure structural support. The contracting officer shall be the deciding official if there is a conflict between the original part and the replacement part that is considered equal by the Contractor. The Contractor shall retain all parts replaced by maintenance of repair activities for at least 10 calendar days after completion of the maintenance/repair, and shall make these parts readily available for inspection by the contracting officer upon request.

7.3.8. The Contractor shall include a “Method of Procedure” (MOP) for all work, including contingency plans in case any unexpected problem/failure occurs that could affect/threaten critical loads.

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

7.3.10. PM Plan shall be adjusted every time the Government adds equipment as indicated in section 2.2.

7.3.11. Within 6 months all PM should be current and meet approved PM plan.

8.0 Major Repairs.

8.1. Major repairs are defined as maintenance, repair, and alteration work requirements beyond the scope of the services performed under CLIN 0001. All major repair work is included under CLIN 0002.

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

8.3. Yearly Historical data

Quantity of Work Estimated Range (Labor and Material)

15 $2000.01-$5,000

15 $5,000.01 - $8,000

10 $5,000.01 - $8,000

10 $8,000.01 - $11,000

5 $11,000.01 - $15,000

3 $15,000 - $150,000

2 $150,000 - $250,000

8.4. General Procedures for Major Repairs. During the base and all option years work ordered shall be at the unit prices specified in the current R.S. Means Cost Data books.

8.4.1. The Means Cost Data Books shall be incorporated into the contract by reference.

8.4.2. Prices for the option periods will be at the unit prices specified in the R.S. Means as adjusted for inflation/deflation in the annual publication updates.

8.4.3. For the purpose of pricing work under this contract, the new editions of the R.S. Means Cost Data books shall become effective upon issuance. The Contractor shall provide the Contracting Officer with two complete hard copy sets of the annual publication updated editions within 10 days of issuance. Any change in the applicable minimum hourly wage rates during the entire term of the contract, including any option years, shall not change the unit price paid by the Government for work performed under the Indefinite Quantity portion of this contract.

8.4.4. Price Proposals for Major Repairs. The Government will issue a request for proposal (RFP) for each repair providing a PWS, sketches and/or drawings if required, and required completion date of repair. If a site visit is required, the Contractor shall contact the COR via email within one workday of receipt of the RFP for the purpose of scheduling a site visit. During the site visit the Contractor and the COR shall discuss the specifics of the requirement. If required the Government will identify the completion date as a result of any changes discovered during the site visit.

8.4.5. Proposals shall be prepared using Excel. Spreadsheets shall be unprotected and unlocked, with formulae intact to show mathematical operations. All electronic files shall have the work request number, initials of estimator and date.

8.4.6. The Contractor’s proposal must be supported by necessary documentation to indicate that adequate planning to accomplish the requirement has been performed.

Documentation might include catalog cuts, specifications, a preliminary schedule indicating mobilization, submittals, material lead times, performance, phasing, identification of subcontractors, etc. The Government reserves the right to duplicate, use and disclose in any manner and for any purpose task order proposal documentation delivered under this contract.

8.4.7. If the requirement is cancelled prior to issuance of the change order. The Contractor will not be compensated for any proposal preparation cost. The Contractor may be required to make several site visits per project for scope of work changes.

8.4.8. The Government makes no guarantee that the work will be issued to the Contractor.

The Government has the option of performing the work using Government forces or other means including using another contract.

8.4.9. Quantities used on individual task order proposals shall be taken from field measurements or design plans, as appropriate, without allowance for waste. All fasteners such as screws, nails, adhesive, and associated miscellaneous materials are included in the R.S. Means material costs for normal installation. All ancillary efforts, daily and final site cleanup, disposal of water and salvageable material costs, permits, utility scoping, facility protection, safety, quality control, fire protection, and any other work required by the contract including compliance with security requirements and material delivery requirements required by Pentagon security shall be performed at no additional cost to the Government.

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

8.5. Non-Pre-priced Work. The Government may require the provision of non-pre-priced items for work which is not covered by the R.S. Means estimating data books but required to complete the scope of work. The Contractor’s proposal for non-pre-priced line items shall be considered, as submitted, provided the Contractor insures that fair and reasonable prices are obtained for services or material under $2,000.00. For services or materials in excess of $2,000.00 the Contractor shall obtain a minimum of three (3) written competitive quotes from firms that normally perform or are qualified to perform the work and submit with the proposal. Proposals containing non-pre-priced items(s) shall include the following for each component or job required to perform each proposed non-pre-priced item:

8.5.1. Item Description

8.5.2. Direct Labor Hours

8.5.3. Labor Rate

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

8.5.5. Description of proposed material

8.5.6. Number of units of material

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

8.5.8. Description of proposed equipment

8.5.9. Time required for equipment

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

8.6. Pricing Procedures. The Contractor shall submit to the Government a milestone schedule and a firm fixed price to complete the work.

8.7. The Contractor shall use RS Means as the primary source for determining the number of performance standard hours required to complete the scope of work. RS Means does not cover every task that might be accomplished by specific crafts. For tasks not exactly identified in RS Means, or accepted equivalent, the Contractor shall perform a work content comparison for those tasks prior to a determination. The Contractor shall determine work requirements that cannot be expressed either directly or using work content comparison procedures based on Contracting Officer accepted commercial work performance standards.

8.8. Material Requirements. For projected material requirements, the Contractor shall provide a list of materials establishing the size, quality, and number of units and costs shall be based on the lowest of quotes provided by at least three (3) different commercial vendors.

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

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

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

8.11.1 Prior to replacing an existing and/or installing any new air emission source (e.g., boiler, furnace, space heater, generator, storage tanks, paint booth, etc.) on the installation the Contractor shall provide to COR appropriate information as required or requested by the installation's Environmental Department. The Contractor shall obtain written approval from the Environmental Department prior to upgrading and/or replacing an existing or installing a new emission source on the installation to insure source emissions reported, documented and permitted in compliant with the state requirements.

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

9.0 Personnel

9.1. Key Personnel - The Key Personnel shall be a Mechanical engineer with at least 7 years’ experience in facility maintenance or a Master HVAC mechanic with a valid state Masters license with at least ten years direct experience in Heating Ventilation Air Conditioning, and Direct Digital control (DDC) systems in facility maintenance on mechanical systems maintenance, repairs and installation.

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

9.2. HVAC Mechanical Equipment Technicians - The Contractor shall provide qualified journeyman, factory trained and certified maintenance personnel for Liebert or Stoltz computer room air conditioning units; training and certification must be current. If the mechanic is not factory trained, they must have at least 7 years of direct experience in preventive maintenance and repair of Liebert and Stolz CRAC units to include DDC controls and shall receive factory training within 6 months after the contract award. The Contractor shall provide factory trained personnel in maintenance of Mechanical systems and in maintenance of the particular units installed (including attendance to classes provided by the manufacturers).

9.3. Mechanical Programmable Logic Controller (PLC) Technicians – The contractor shall provide qualitied factory trained and certified maintenance personnel for Rockwell PLC controller. The technician shall have at least 7 years of direct experience in preventative and maintenance and repairs of Rockwell control system hardware, software and program logic.

9.4. The Contractor must have a journeyman plumber and a licensed master welder for urgent response, routine calls and repairs per contract requirements and able to meet the response time per section 2.5. American Welding Society (AWS) entitles, standard for AWS Certified Welders.

9.5. All mechanics shall have a Chlorofluorocarbon (CFC) universal license and valid Environmental Protection Agency (EPA) certification under section 608 technician certification.

9.6. The Contractor Key Personnel and alternates shall be fluent in English.

10.0 Records

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

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

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

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

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

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

10.7. The Contractor shall establish records, reports, and work control systems, in a mechanical database format compatible to MAXIMO 6.2, which catalogs the equipment inventory for the mechanical equipment required under this contract, their associated PM data; including inspection plans/tasks, frequencies of inspection/maintenance, scheduling, completion records of repairs made to equipment, and associated repair/maintenance costs. All information shall be provided in a format suitable for entry into the MAXIMO system.

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

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

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

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

11.0 Environmental

11.1. EPP: In order to comply with federally mandated environmental preference programs and the DOD “Green Procurement Program” (GPP) policy, the Government requires the use of environmentally preferable products and services. These program elements include:

recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov).

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

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

11.3. Material Safety Data Sheets (MSDS). The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The Contractor shall provide the COR with a MSDS for each material in use or stored on the Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS to be stored by the Contractor on the Pentagon Reservation. The Contractor shall keep up-to-date records of all hazardous materials maintained in the premises readily available for inspection by state and government regulators. The CO or COR reserves the right to disapprove the use or application of any materials or chemicals not conforming to the Federal Hazard Communication Program (29

CFR 1910.1200).

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

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

12.0 Security Requirements:

12.1 All contractor personnel performing work on the Pentagon Reservation must be capable of passing a background check required for the issuance of a Pentagon access badge (Building Pass) and Computer Access Card (CAC). All contractor personnel must obtain and retain, a Pentagon Building Pass and CAC. Each contractor employee must wear his/her Building Pass at all times inside the Pentagon and when performing work anywhere on the Pentagon Reservation. The contractor shall submit all required motor vehicle information (make, model, license plate number) in order to obtain a Parking Pass or gain entry to the facility.

13.0 Performance-based Matrix

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

13.2. The primary incentive mechanism for this contract, other than payment of contract price, will be the use of the Contractor Performance Assessment Reporting System (CPARS).

CPARS is a web-enabled application that collects and manages the library of automated CPARS. CPARS 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.

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

13.4. The Contractor’s efforts to balance cost effectiveness with the sustainment of that impact will in large measure the assessments of its performance. All Mechanical systems and equipment shall be maintained in a like new condition with minimum downtime.

Performance Requirement

Performance Standard

(Acceptable Quality Level)

Method of Assessment

1. The Contractor shall provide maintenance, and repair services for the Pentagon reservation, H&RP, &

Incinerator plant.

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

Contractor must inform COR immediately if any repair needs parts with long lead time that will result in downtime greater than 24 hours.

1b. Minimum of 95% of the equipment in preventive maintenance schedule in Maximo shall be completed each month.

The contractor will be penalized for 10% of monthly invoice value for any system that does not meet the requirement of 99% operational time during the period of one year. Unless due to equipment lead time discussed with COR.

The contractor will be penalized for 5% of monthly invoice value for less than 95% equipment completion in preventive maintenance in Maximo and 1% for each percent incomplete below 95%.

Periodic inspections.

Interim and final CPARS reports.

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

1c. All work is in conformance with approved and accepted industry standards including ASME, OSHA, IEEE, NFPA and ASHRAE, equipment manufacturer standards; all applicable local, state, and federal standards; laws, regulations, building codes, and safety codes.

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

14.0 Administrative Requirements.

14.1. Standard Hours of Operation: The Contractor’s normal operating hours shall be based on

Eastern Standard Time (6:00am-6:00pm) Monday through Friday.

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

14.3. Key Personnel: The Key Personnel shall be on site and available for routine calls and monthly meetings from 6:30am to 4:00pm M-F

14.4. The Key Personnel must be available 24/7/365 telephonically.

14.5. Mechanical Equipment Technicians: The HVAC Equipment Technicians shall be on site and available for routine calls and repairs from 6:00am to 6:00pm

14.6. Mechanical PLC Technicians shall be available routine calls and repairs from 6:00 am to

6:00 pm and available for urgent calls 24/7/365.

14.7. System Technical Support for Rockwell Automation PLC controller shall be available 24/7/365 from Rockwell Automation.

14.8. Journeyman plumber and licensed master welder: The journeyman and licensed master welder shall be on site and available for routine calls and repairs from 6:00am to 6:00pm and available for urgent calls 24/7/365.

14.9. Staffing Plan: Within 30 days after contract award, the Contractor shall submit a staffing plan to the CO that identifies all personnel expected to be employed in the performance of this contract. Additionally the plan shall identify key personnel including the roles and responsibilities of the staff. United States Citizenship is required for personnel working in secured spaces.

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

14.11. Coordination with COR for Preventive Maintenance in customer spaces shall start with an approved schedule followed by notifications to the tenants by the contractor.

15.0 Definitions

Col Pro systems – Filtration systems used to purify ventilation air in controlled spaces of the building in an effort to protect against CBRN contamination.

CO-Contracting Officer is the individual with legal authority to enforce contract law.

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. . Corrective maintenance is defined as maintenance work which involves the repair or replacements of components which have failed or broken down and were discovered during preventive maintenance. The cost of performing corrective repairs is included in the fixed price. Corrective repairs are defined as individual repairs that do not exceed $2,000.00 (labor plus materials).

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 Repair– Requires immediate action to repair essential systems and/or equipment that may fail and restore them back to its full operational condition within 24hours.

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.

MAXIMO Program - Management tool for capturing data required for tracking maintenance work orders in an effort to assure data integrity of equipment and systems.

Maintenance Services - Preventive maintenance, service calls, and minor repairs to Mechanical 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.

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. This is to include corrective maintenance procedures and corrective maintenance repairs as well.

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.

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..

Routine minor repairs are covered by the Service Contract Act.

Service Calls – Service calls are defined as unscheduled or corrective maintenance, to include minor and major repairs when needed; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; relocation of equipment, materials, and devices; and miscellaneous services. Material cost includes parts or entire unit replacement if repair is not economically feasible. All service call work estimated to cost $2000 or less (labor plus material) is included in the firm fixed-price portion of the contract.

SOMM - System Operation 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.

Urgent Response – This is considered a faster service call response to (e.g., inoperative equipment, burning smell, insufficient utility requirements) during normal operating hours.

16.0 Acronyms

OEM - Original Equipment Manufacturer

FPIU OR FPU- Fan Powered Induction Unit

AHU- Air Handler Unit

VAV- Variable Air Volume

FCU – Fan Coil Unit

VFD – Variable Frequency Drives

MOP – Method of Procedure

NCIC - National Crime Information Center

CBRN – Chemical Biological Radiological & Nuclear

HEPA – High Efficient Particulate Air.

SOMM – Standard Operating Maintenance Manual

CLIN – Contract Line Item Number

NFPA – National Fire Protection Association

OSHA – Occupational Safety and Health Administration

CAC – Common Access Card’

CO – Contract Officer

COR – Contract Officer Representative

MERV - Minimum Efficiency Reporting Value