HQ0034-18-R-0173.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

Fire Extinguisher Maintenance Service

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information/terms included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written follow-on solicitation document will not be issued.

This solicitation is a "Request for Proposals” (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98/05/31/2018

The associated North American Industrial Classification System (NAICS) code for this procurement is 238220 with a small business size standard of $15M.

The Washington Headquarters Services Acquisition Directorate 4800 Mark Center Drive Alexandria, VA 22350 is seeking to purchase Fire Extinguisher Maintenance Services.

All interested companies shall provide “proposal(s),” for the following:

Services

See attached Solicitation HQ0034-18-R-0173 and attachments for details

The full text of FAR provision or clauses may be accessed electronically at http://acquisition.gov/comp/far/index/html.

The following solicitation provisions as may be modified by this solicitation apply to this acquisition:

1. FAR 52.212-1 “Instructions to Offerors-Commercial Items” Jan 2017

2. FAR 52.212-3 “Offerors Representations and Certification-Commercial Items Alt I Oct 2014

The following contract clauses apply to this acquisition:

• FAR 52.212-4, “ Contract Terms and Conditions- Commercials Items” Jan 2017

• FAR 52.212-5, “ Contract Terms and Conditions Required to Implement Statues or Executive

Orders” Jan 2018

The Defense Priorities and Allocations Systems: This is not a rated order.

All Offerors shall submit one (1) copy of their proposal.

This is an open-market combined synopsis/solicitation for the “Pentagon Fire Extinguisher Maintenance Services” as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all proposals must include a statement regarding the terms and conditions herein as follows:

“The terms and conditions in the solicitation in their entirety are acceptable to be included in the award document without modification, deletion, or addition.”

http://acquisition.gov/comp/far/index/html

Questions regarding this solicitation are due no later than JULY 13, 2018 1:00 P.M. Eastern Standard Time. Submission shall be received no later than July 27, 2018 4:00 P.M. Eastern Standard Time. All proposals shall be sent electronic via email to: Keisha L Simmons email: Keisha L.Simmons.civ@mail.mil and Marcus M. Fields email: marcus.m.fields.civ@mail.mil. All questions must be in writing and will be answered in writing via a solicitation amendment. Oral questions will not be answered.

mailto:Keisha%20L.Simmons.civ@mail mailto:Keisha%20L.Simmons.civ@mail mailto:marcus.m.fields.civ@mail.mil

SEE ADDENDUM

(No Collect Calls)

HQ003418R0173 27-Jun-2018

b. TELEPHONE NUMBER

703-545-3565

8. OFFER DUE DATE/LOCAL TIME

04:00 PM 27 Jul 2018

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HQ00349. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

JANICE JOHNSON

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

WHS - ACQUISITION DIRECTORATE

4800 MARK CENTER DRIVE, SUITE 09F09

ALEXANDRIA VA 22350

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$15,000,000

NAICS:

238220

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HQ003418R0173

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES MAX

QUANTITY

UNIT UNIT PRICE MAX AMOUNT

0001 12 Months Testing/Inspection/Mx/Corrective Repair

FFP

Base Period: The Contractor shall conduct testing and inspection of the fire extinguishers, identifying and correct any minor deficiency while they are performing preventative maintenance. Performing corrective maintenance repairs with a value of $2,000.00 or less per each repair shall be included in the firm-fixed price in Contract Line Item (CLIN) 0001. The contractor shall incorporate all activities associated with the testing, inspection, maintenance and repairs of the fire extinguishers per the Statement of Work (SOW). The Service Contract Labor Standards (formerly known as Service Contract Act of 1965) will apply to this work.

MAX

NET AMT

PSC CD: S202

UNIT UNIT PRICE MAX AMOUNT

0002 UNDEFINED Each Major Repair - IDIQ

FFP

Base Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 0001 not to exceed $10,000.00 shall be placed against CLIN 0002 for any major repairs or aggregated multiple work site locations resulting in a large combined project area of repairs over $2,000.00. The Government shall submit a request for quote (RFQ) to the contractor

UNIT UNIT PRICE MAX AMOUNT

0003 UNDEFINED Each Extinguisher Replacement - IDIQ

FFP

Base Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 0001 and a task order shall be placed against CLIN 0003 for the replacement of an estimated 325 fire extinguishers in telecomm facilities with Clean Agent Type.

UNIT UNIT PRICE MAX AMOUNT

1001 12 Months OPTION Testing/Inspection/Mx/Corrective Repair

FFP

Option Period: The Contractor shall conduct testing and inspection of the fire extinguishers, identifying and correct any minor deficiency while they are performing preventative maintenance. Performing corrective maintenance repairs with a value of $2,000.00 or less per each repair shall be included in the firm-fixed price in Contract Line Item (CLIN) 0001. The contractor shall incorporate all activities associated with the testing, inspection, maintenance and repairs of the fire extinguishers per the Statement of Work (SOW). The Service Contract Labor

UNIT UNIT PRICE MAX AMOUNT

1002 UNDEFINED Each OPTION Major Repair - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 1001 not to exceed $10,000.00 shall be placed against CLIN 1002 for any major repairs or aggregated multiple work site

UNIT UNIT PRICE MAX AMOUNT

1003 UNDEFINED Each OPTION Extinguisher Replacement - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 1001 and a task order shall be placed against CLIN 1003 for the replacement of an estimated 325 fire extinguishers in

UNIT UNIT PRICE MAX AMOUNT

2001 12 Months OPTION Testing/Inspection/Mx/Corrective Repair

FFP

Option Period: The Contractor shall conduct testing and inspection of the fire extinguishers, identifying and correct any minor deficiency while they are performing preventative maintenance. Performing corrective maintenance repairs with a value of $2,000.00 or less per each repair shall be included in the firm-fixed price in Contract Line Item (CLIN) 2001. The contractor shall incorporate all activities associated with the testing, inspection, maintenance and repairs of the fire extinguishers per the Statement of Work (SOW). The Service Contract Labor

UNIT UNIT PRICE MAX AMOUNT

2002 UNDEFINED Each OPTION Major Repair - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 2001 not to exceed $10,000.00 shall be placed against CLIN 2002 for any major repairs or aggregated multiple work site

UNIT UNIT PRICE MAX AMOUNT

2003 UNDEFINED Each OPTION Extinguisher Replacement - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 2001and a task order shall be placed against CLIN 2003 for the replacement of an estimated 325 fire extinguishers in

UNIT UNIT PRICE MAX AMOUNT

3001 12 Months OPTION Testing/Inspection/Mx/Corrective Repair

FFP

Option Period: The Contractor shall conduct testing and inspection of the fire extinguishers, identifying and correct any minor deficiency while they are performing preventative maintenance. Performing corrective maintenance repairs with a value of $2,000.00 or less per each repair shall be included in the firm-fixed price in Contract Line Item (CLIN) 3001. The contractor shall incorporate all activities associated with the testing, inspection,maintenance and repairs of the fire extinguishers per the Statement of Work (SOW). The Service Contract Labor

UNIT UNIT PRICE MAX AMOUNT

3002 UNDEFINED Each OPTION Major Repair - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 3001 not to exceed $10,000.00 shall be placed against CLIN 3002 for any major repairs or aggregated multiple work site

UNIT UNIT PRICE MAX AMOUNT

3003 UNDEFINED Each OPTION Extinguisher Replacement - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 3001and a task order shall be placed against CLIN 3003 for the replacement of an estimated 325 fire extinguishers in

UNIT UNIT PRICE MAX AMOUNT

4001 12 Months OPTION Testing/Inspection/Mx/Corrective Repair

FFP

Option Period: The Contractor shall conduct testing and inspection of the fire extinguishers, identifying and correct any minor deficiency while they are performing preventative maintenance. Performing corrective maintenance repairs with a value of $2,000.00 or less per each repair shall be included in the firm-fixed price in Contract Line Item (CLIN) 4001. The contractor shall incorporate all activities associated with the testing, inspection,maintenance and repairs of the fire extinguishers per the Statement of Work (SOW). The Service Contract Labor

UNIT UNIT PRICE MAX AMOUNT

4002 UNDEFINED Each OPTION Major Repair - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 4001 not to exceed $10,000.00 shall be placed against CLIN 4002 for any major repairs or aggregated multiple work site

UNIT UNIT PRICE MAX AMOUNT

4003 UNDEFINED Each OPTION Extinguisher Replacement - IDIQ

FFP

Option Period: Indefinite-Delivery Indefinite-Quantity (IDIQ) repairs defined as maintenance, repair and alteration work requirements beyond the scope of the services performed under CLIN 4001 and a task order shall be placed against CLIN 4003 for the replacement of an estimated 325 fire extinguishers in

Section C - Descriptions and Specifications

DESCRIPTIONS AND SPECIFICATION

Performance Work Statement Pentagon Building Management Office

Operation & Maintenance Program Pentagon Fire Extinguisher Maintenance Service

05/03/2018 Version 1.0

PART 1

GENERAL INFORMATION

Washington Headquarters Service (WHS) is the essential services provider for the Office of the Secretary of Defense (OSD), Department of Defense (DoD) agencies, and offices in the National Capital Region. WHS provides a wide range of centralized capabilities to DoD headquarters, OSD, and DoD components, enabling economies of scale for delivering essential administrative services to fulfill the mission of the Department. WHS aligns under the Director of Administration in the Office of the Deputy Chief Management Officer (DCMO). WHS directorates and personnel support the mission of our Defense Department customers by managing DoD-wide programs and operations for the Pentagon Reservation, Mark Center, and DoD-leased facilities in the National Capital Region.

1.0 General: This is a non-personal services contract to provide Fire Extinguisher Maintenance Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers be accountable solely to the Contractor who, in turn is responsible to the Government. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer Representative (COR) immediately.

1.1 Description of Services/Introduction: The Pentagon Reservation is the headquarters of the United States Department of Defense (DoD) and the world’s largest low-rise office building located on the approximately 280 acre reservation. The Pentagon Reservation accommodates approximately 23,000 employees, both military and civilian, and hosts more than 100,000 visitors annually. There are 200 acres, 16 parking lots, and approximately 50 escalators to reach offices that occupy about 8 million square feet, one dining room, 2 cafeterias, 6 snack bars, and an outdoor snack bar.

1.2 Background: The management of the Fire Extinguisher Maintenance Services contract will be accomplished through Washington Headquarters Services Facilities Services Directorate (FSD) by the Pentagon Federal Facilities Division (FFD). FFD is responsible for Operations and Maintenance which includes the Fire Extinguishers on the Pentagon Reservation. The Pentagon Building Management Office (PBMO) is responsible for the Pentagon building, the Modular Office Complex and related grounds and parking areas.

1.3 Objective: The contractor shall provide a continuous Preventive and Predictive Maintenance, Inspection, and Testing program that complies with the latest published Unified Facilities Criteria (UFC), manufacturer’s recommendations, as well as other recognized industry standards for the Fire Extinguishers.

1.4 Scope: The contractor shall develop and implement a Preventive and Predictive Maintenance and Inspection Program (PPMI). PPMI is to provide routine inspection and testing of fire extinguishers to ensure their proper functionality that permit the early detection, correction, and reduction of the rate of deterioration against deficiencies and/or defects that will: (a) interfere with normal operation of the system; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. The Fire Extinguisher Maintenance Services shall comply with the references listed in Part 5 Specific Tasks and Part 6 Applicable Publication.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

Base Year: 01 September 2018- 31 August 2019

Option Year 1: 01 September 2019- 31 August 2020 Option Year 2: 01 September 2020- 31 August 2021 Option Year 3: 01 September 2021- 31 August 2022 Option Year 4: 01 September 2022- 31 August 2023 Six(6) month extension: 01 September 2023- 30 February 2023

1.6 General Information:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered within 30 days after the award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to their QC system.

1.6.1.1 Quality Control Plan: The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objectives. The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Any holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on Sunday will be observed on the following day. Any request to work on these days must be submitted in writing to the KO a minimum of five (5) working days in advance. Approval to work on holidays or other than standard hours of will be at the KO’s discretion

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation:

1.6.4.1 Standard Hours of Operation: The Contractor is responsible for conducting business, between the hours of 4:00am-6:00pm Eastern Time Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: 1155 Defense Pentagon, Washington, DC 20301-1155

1.6.6 Type of Contract: Firm-Fixed Price Indefinite Delivery, Indefinite Quantity (IDIQ)

1.6.7 Pentagon Access and Privacy Requirements: This project is designated as unclassified. The Contractor shall make application for Pentagon building access and vehicle access to gain access to controlled common building areas in the Pentagon and Pentagon Reservation. In order to gain access to the government facilities, contractor personnel shall pass a criminal background check.

1.6.7.1 DoD Badge: All Prime and Sub-Contractor personnel shall be required to obtain and maintain a DOD Badge for access to the Pentagon. Personnel without a current background investigation (as verified through the Joint Personnel Adjudication System (JPAS) shall provide the following personal identification information to allow the Government to conduct a records check through the National Crime Information Center (NCIC) :

1.6.7.1.1 The Contractor shall furnish a list of all personnel and information personnel working on the project which may include but not limited to full name, driver license number, date and place of birth, height, weight, sex, citizenship and social security number. The Personnel List shall be submitted to the COR within five (5) calendar days of the contract award. The purpose of this list is to provide Pentagon Reservation access.

1.6.7.1.2 All requests for DOD Building Badges shall be submitted by the Prime Contractor and validated through the COR.

1.6.7.1.3 The employee shall be required to present at least one Government issued (State or Federal) Photo ID, original Social Security Card, and if non-citizen, current work authorization and Passport at the time of application. Each individual shall also be required to present two forms of identification when presenting for Building Badge issue.

1.6.7.1.4 Upon successful adjudication of the NCIC inquiry, the individual shall be issued the appropriate DOD Badge. Personnel that are not favorably adjudicated shall be denied a DOD Badge and access to the Pentagon.

1.6.7.2 Vehicle Restrictions and Parking: All vehicles, trucks, equipment, material and supplies requiring access to secured perimeter areas of the Pentagon Reservation are required to be screened at the Secure Access Lane (SAL).

SAL screening is required to access loading docks in the Remote Delivery Facility (RDF).

1.6.7.2.1 Advanced Notification:

1.6.7.2.1.1 All requests for access shall be in writing and submitted to the COR a minimum of three (3) week days (Monday through Friday) to have a vehicle screened at the SAL. Notification must include vehicle make, model, description of cargo type, and vehicle tag number. All vehicle passengers in the screened vehicle require current active Pentagon Personnel Security badges.

1.6.7.2.1.2 Allow a minimum of 15 minutes to 1 hour for processing through the SAL. Have materials, equipment, and personnel required to perform the work at the site prior to the commencement of the work.

1.6.7.2.1.3 Departure from and reentrance from the restricted secured perimeter area, within a 24 hour period, will require SAL rescreening.

1.6.7.2.1.4 The Government reserves the right to deny access at any time.

1.6.7.3 Employee and Commercial Vehicle Parking: Permit parking is required for the entire Reservation. Parking permits for personal or commercial vehicles/trucks on the Pentagon Reservation will not be provided nor will the Contractor park vehicles/trucks on the work site unless approved by the Contracting Officer’s Representative. The permitted laydown and staging area shall not be used for employee parking. The Pentagon has mass transit depots to the facility and public parking is available at Army/Navy Drive.

1.6.7.3 No Photos / No Video: No video or photography is allowed at any time by the Contractor or representatives of the contractor except where authorized by the issuance of a Pentagon Photo Permit. Any video or photography requirements shall be conducted by Permit Holders on an as needed basis as determined by the COR.

1.6.7.4 Non-Disclosure Agreement (NDA):

1.6.7.4.1 The contractor shall not release any information regarding any design, layouts, procurement quantities or other items relating to the Pentagon.

1.6.7.4.2 The contractor shall not release any information regarding the layouts, roadways, specialized areas, event planning, and/or emergency incident information

1.6.7.4.3 The contractor must sign Non-Disclosure Agreements (NDAs) for the duration of the contract.

The contractor shall provide the signed NDAs 5 days after award.

1.6.8 Physical Security: The Contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

The Contractor shall be responsible for safeguarding all Contractor-provided property. All Pentagon Facility Access Card’s(PFAC) and Common Access Card’s (CAC) are government property and shall be returned to the COR upon completion of the contract or termination from the contractor’s company.

1.6.9 Key Control: The Contractor will be provided access to certain building maintenance spaces. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys to the Contracting Officer.

1.6.9.1 The Contractor will be provided access to certain building maintenance spaces. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys to the Contracting Officer.

1.6.9.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.10 Post Award Conference/ Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10.1 Kickoff Meeting: The intent of the meeting is to initiate the communication process between the COR and Contractor by introducing the Contractor’s PM and key task participants and explaining their roles, review communication ground rules, and assuring a common understanding of requirements and objectives of this contract.

1.6.10.2 Monthly Progress meeting: Progress meetings will be conducted on the first Wednesday of each month to discuss progress in test activities, work progress, suppression system test scheduling, access and security issues, quality issues, and complaints. The Project Manager shall provide an agenda/schedule to the COR of where planned inspections, maintenance and replacement are to be conducted. The time and location will be determined by the Government.

1.6.10.3 Agenda and Minutes: The agenda and meeting minutes shall be the responsibility of the Contractor. Agenda shall include, but not limited to; test activities, work progress, test scheduling, access and security issues, quality issues, unforeseen conditions, scope compliance, coordination; permits complaints.

1.6.10.3.1 Meeting Minutes:

1.6.10.3.1.1 Meeting minutes shall be submitted to the KO and COR within two business days after the meeting for review and acceptance.

1.6.10.3.1.2 Any comments from the COR shall be corrected in the meeting minutes within two business days and resubmitted. The Contracting Officer reserves the right to increase frequency or require additional meetings to resolve any performance or administrative issues and costs.

1.6.11 Key Personnel: The personnel is considered key personnel by the Government and essential to the work being performed hereunder: Project Manager. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the COR and KO twenty-five (25) working days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of personnel must meet or exceed the education, experience, and other technical requirements of the personnel being replaced. No change in personnel shall be made by the Contractor without the prior written consent of the KO. In the event the proposed substitution of key personnel does not meet or exceed the education, experience, and other technical requirements of the personnel being replaced, the Government reserves the right to require continued performance of previously approved key personnel or to require substitution of acceptable replacements for the individuals specified below.

The key personnel listed below may, with the consent of the contracting parties, be amended from time to time during the course of the Contract to either add or delete personnel as appropriate.

Key Personnel Title Minimum Qualifications

Project Manager

Education:

N/A

• Be fluent in English.

Years of Experience

• Five (5) years direct project management experience for life safety system programs.

Certifications:

• Must have International Code Council (ICC) National Association of Fire Equipment Distributors (NAFED) Certified as a Portable Fire Extinguisher Technician.

Non-Key Personnel Title Minimum Qualifications

Fire Extinguisher Technician

Education:

N/A

• Be fluent in English.

Certifications:

• Must have and provide International Code Council (ICC) National Association of Fire Equipment Distributors (NAFED) Certified as a Portable Fire Extinguisher Technician.

• The contractor shall provide certificates indicating NAFED certification of personnel.

1.6.12 Uniforms: The Contractor shall require All Contractor employee and sub-contractors to be in distinctive uniform and safety shoes that meet or exceed industry requirements and standards at the start date of contract award.

Unless the performance of a particular task requires otherwise, the Contractor’s employees shall maintain an appearance that is neat and clean, and reflect favorably upon both the Contractor and the Department of Defense.

1.6.13 Contract Administration and Management: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m Eastern Time, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.14 Staffing Plan: Within 10 days after contract award, the Contractor shall submit a staffing plan to the KO/COR that identifies all personnel expected to be employed in the performance of this contract. Addition ally the plan shall identify key personnel including the roles and responsibilities of the staff.

1.6.14.1 Licensure Certificates: The Contractor shall provide the licensure for each key personnel and alternates.

1.6.15 Identification of Contractor Employee: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.16 Conduct and Behavior:

1.6.16.1 The contractor assumes responsibility for the actions of all of his employees, subcontractors, and supplies when performing work on a government facility.

1.6.16.2 Contractor personnel employed under this contract and their subcontractors become familiar with and obey the Pentagon Standard of Conduct (32 Code of Federal Regulations Part 234).

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 Phase-In /Phase-Out Period To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.6.19 Warranty Information: The contractor shall provide a minimum one-year warranty on all new work in accordance with FAR 52.246-20, Warranty of Services. The contracting officer shall notify the contractor of warranty issues. After being notified of a problem, the contractor shall investigate the issue and respond within 24 hours. If the contractor believes the issue is not warranty related, he may request a fact finding visit with the contracting officer and COR. If the fact finding meeting determines the issue is warranty related, the contractor must repair the item within 48 hours.

1.6.20 Other Pertinent Information or Special Considerations: The Contractor and Government shall agree to provide an allowance of 10% over or under the quantities listed in Attachments #1-15 for price adjustments.

Whereas, the government shall not pursue payment reductions for quantity within 10% below the actual quantity;

also, the contractor will not demand/request additional payment for a quantity of 10% over the actual quantity.

1.6.21 Corrective Maintenance:

1.6.21.1 Corrective repair: The contractor shall conduct testing and inspection of the fire extinguishers, identifying and correct any minor deficiency while they are performing preventative maintenance.

Performing corrective maintenance repairs with a value of $2,000.00 or less per each repair shall be included in the firmed-fixed price in Contract Line Item (CLIN) 0001.

1.6.21.2 Major repair: A task order, not to exceed $10,000.00 shall be placed against CLIN 0002 for any major repairs or aggregated multiple work site locations resulting in a large combined project area of repairs over $2,000.00. The Government shall submit a request for quote (RFQ) to the contractor.

1.6.21.2.1 Quote Submission: The contractor shall prepare a detailed scope of work and a cost proposal, including submittals for approval, based on the following proposal submission schedule:

Price Range Proposal Preparation Time

$2,000-$10,000 5 Business Days $10,001-$25,000 10 Business Days $25,001-$100,000 15 Business Days

The Contractor’s proposal must be supported by necessary documentation to indicate that adequate planning to accomplish the requirement has been performed. Documentation at a minimum include catalog cuts, specifications, a preliminary schedule indicating mobilization, submittals, material lead times, performance, phasing, or identification of subcontractors.

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

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.

1.6.21.2.2 Site Visit: If a site visit is required, the Contractor shall contact the COR within one (1) workday of receipt of the request for proposal for the purpose of scheduling a site visit. During the site visit the Contractor and the COR shall discuss the specifics of the requirement.

1.6.21.3 IT Extinguisher Replacement: A task order shall be placed against CLIN 0003 for the replacement of an estimated 325 fire extinguishers in telecomm facilities with Clean Agent Type.

PART 2

DEFINITIONS & ACRONYMNS

2.1 Definitions:

After hours - The hours of the day following the business hours of 0600-1800 hours, Monday through Friday.

Annually - The contractor shall perform the annual preventive maintenance per the proper UFC codes and industry standards.

Business Days - Monday through Friday, except for federal holidays.

Contractor- A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. May also be referred to as the KO. Note: The only individual who can legally bind the government.

Contracting Officer’s Representative (COR) - An employee of the U.S. Government appointed by the KO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Contract Specialist (CS): An employee of the U.S. Government; creates, examines, negotiates, and monitors contractual agreements between the Government and the Contractor, and is the primary Point of Contact (POC) on contracts.

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.

Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

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 impairment - When a system is out of service due to an unexpected occurrence, such as a ruptured pipe or an unexpected power outage.

Inspection - Examining and testing supplies or services (including, when appropriate, raw materials, components, and intermediate assemblies) to determine whether they conform to contract requirements.

Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Latent defect - A defect that exists at the time of acceptance but cannot be discovered by a reasonable inspection.

License: The permit issued by Virginia; Washington, D.C; or Maryland.

Maintenance - Work, including, but not limited to, repair, replacement, and service, performed to ensure that the equipment operates properly.

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

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.

Minor Repair – If the estimated cost of repair is $2,000 or less (labor plus material), it is firm-fixed-price.

Original Equipment Manufacturer (OEM) - A company that makes a part or subsystem that is used in another company's end product.

On-Site Representative - A person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the contractor.

Operator Maintenance – Operator maintenance includes, but is not limited to, 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.

Physical Security: Actions that prevent the loss or damage of Government property.

Planned impairment - When a system is out of service due to work that has been planned in advance, such as revisions to the water supply or sprinkler piping system.

Predictive Maintenance - The complement of preventive maintenance to determine what corrective actions should be performed with best timing. Through the utilization of various nondestructive testing and measuring techniques, predictive maintenance determines equipment status before a breakdown occurs. With predictive devices currently available, it is incumbent to include the process of predictive maintenance in the preventive maintenance programs.

Preventive Maintenance Program: Regular examination of equipment for defects by means of Preventive Maintenance checklists and sensory perception. It includes, but may not be 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 to 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 manufacturer’s recommendations.

Pentagon Reservation: The Pentagon Reservation includes the Pentagon building, Pentagon Library Conference Center (PLC2), Heating and Refrigeration Plant (HRP), Remote Delivery Facility (RDF), the Pentagon Heliport, the Child Development Center (CDC), the Pentagon Emergency Response Center (PERC), the Pentagon Classified Waste Destruction Facility & Incinerator (PCWDF), the Pentagon Athletic Center (PAC), the Modular Office Complex (MOC) which includes the MOC building, SMOC building, IMOC building, CMOC building, TMOC building and all Reservation outbuildings, grounds and parking areas.

Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Repair - The restoration of a piece of equipment, component, or system to such condition that it may be effectively utilized for its designated purpose(s). Repair may include overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage, and have not been corrected through maintenance or replacement of the entire system if beyond economical repair.

Service Calls - Service calls are defined as unscheduled maintenance and routine minor repair; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; relocation of equipment, materials, and devices; and miscellaneous services. Material costs include parts or entire unit replacement if repair is not economically feasible. All service call work estimated to cost $2,000 or less is included in the firm fixed-price portion of the contract.

Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

System Operation Maintenance Manuals (SOMM)- Equipment-specific O&M information, organized into a vendor/manufacturer data library.

Task order - An order for services placed against an established contract.

Testing - Periodic activation of the equipment or device under controlled conditions to assure that it shall operate as designed. The Contractor shall test components in accordance with UFC and/or other relevant codes and standards.

Warranty - A promise or affirmation given by a contractor to the Government regarding the nature, usefulness, or condition of the supplies or performance of services furnished under the contract.

Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

Work Week: Monday through Friday, unless specified otherwise.

2.2 Acronyms:

CAC – Common Access Card CDC – Child Development Center CLIN – Contract Line Item COR – Contracting Officer’s Representative CS – Contracting Specialist DCMO – Deputy Chief Management Officer DoD – Department of Defense FAR – Federal Acquisition Regulation FSD – Facilities Services Directorate FFD – Federal Facilities Division H&RP – Heating and Refrigeration Plant ICC – International Code Council IDIQ – Indefinite Delivery, Indefinite Quantity JPAS – Joint Personnel Adjudication System KO – Contracting Officer MOC – Modular Office Complex (North Village) NDA – Non-Disclosure Agreement NCIC – National Crime Information Center…