Attachment_3_-_Revised_PWS_2.19.2019_with_Tracked_Changes.pdf

PDF 1 MB Posted Feb 21, 2019

Attached to: Preventative Maintenance at the Pentagon Heating and Refrigeration Plant
Solicitation number: HQ0034-19-R-0019
Issued by: DOD Washington Headquarters Service

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2019.03.12_-_RFI_Responses_-_FINAL_HRP_Responses.pdf	PDF	Mar 13, 2019
Complete_Final_Pentagon_Reservation_SPRP.pdf	PDF	Mar 13, 2019
Attachment_L8_-_Roster_for_Site_Walk_Participants.pdf	PDF	Mar 13, 2019
HQ0034-19-R-0019_Amendment_03.pdf	PDF	Mar 13, 2019
Final_HRP_ODCP.pdf	PDF	Mar 13, 2019
HRP_Solicitation_Amendment_2.pdf	PDF	Feb 21, 2019
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Attachment__4_-_Revised_PWS_2.19.2019.pdf	PDF	Feb 21, 2019
Attachment_5_-_Look_Ahead_SOP.pdf	PDF	Feb 21, 2019
Attachment_L6_-_Temporary_Parking_Application.pdf	PDF	Feb 21, 2019
Attachment_L4_Pricing_Template_v.3.xlsx	XLSX spreadsheet	Feb 21, 2019
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HQ0034-19-R-0019_Solicitation_Amendment_01.pdf	PDF	Jan 8, 2019
Attachment_L4_Pricing_Template_v.2.xlsx	XLSX spreadsheet	Jan 8, 2019
Attachment_1_-_Equipment_Nameplate_Data.pdf	PDF	Jan 8, 2019
Attachment_2_-_Self_Propelled_Vehicles_(SPV)_Program-_.pdf	PDF	Jan 8, 2019
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HQ003419R0019

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

Preventative Maintenance at the Pentagon Heating & Refrigeration Plant

8 January13 February 2019 1.0.

TABLE OF CONTENTS

1.0 Acronyms

2.0 Introduction

3.0 Specifications

4.0 Scope Overview

5.0 Deliverable Table

6.0 Key Personnel .................................................................................................................... 17 7.0 Other Personnel

8.0 Service Calls Tickets

9.0 Corrective Maintenance Tickets

10.0 Preventative and Predictive Maintenance and Inspection (PPMI) Program

11.0 Records

12.0 Boiler Plant Maintenance

13.0 Chilled Water System

14.0 Compressed Air Systems ................................................................................................... 30 15.0 Condenser Water System

16.0 Distributed Controls System (DCS)

17.0 Electrical Distribution System (High, Medium and Low Voltage)

18.0 Feedwater System

19.0 Fuel Oil System

20.0 Heating Ventilation and Air Conditioning (HVAC) Equipment Support and Maintenance

21.0 Sewage Lift System

22.0 Auxiliary Systems and Facilities ....................................................................................... 35 23.0 Miscellaneous Plant Structures & Equipment Associated with Plant Operations

24.0 Welding/Pipe Fitting Support - Outage Support ................................................................ 37 25.0 Equipment/System Warranty Management

26.0 Replacements, Modifications and Upgrades

27.0 Government Furnished....................................................................................................... 38 28.0 Contractor Furnished

29.0 Cost-Invoice ....................................................................................................................... 39 30.0 Environmental

31.0 Performance-Based Matrix

32.0 Administrative Requirements

33.0 References – In general, all maintenance shall be done in accordance with the original manufacturer’s .............................................................................................................................. 42 34.0 Security

1.0 1 Acronyms

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2 Introduction 3 Specifications 4 Scope Overview 5 Deliverable Table 6 Key Personnel 7 Non-Key Personnel / Other Personnel 8 Service Calls Tickets 9 Corrective Maintenance Tickets 10 Preventative and Predictive Maintenance and Inspection (PPMI) Program 11 Records 12 Boiler Plant Maintenance 13 Chilled Water System 14 Compressed Air Systems 15 Condenser Water System 16 Distributed Controls System (DCS) 17 Electrical Distribution System (High, Medium and Low Voltage) 18 Feedwater System 19 Fuel Oil System 20 Heating Ventilation and Air Conditioning (HVAC) Equipment Support and Maintenance 21 Sewage Lift System 22 Auxiliary Systems and Facilities 23 Miscellaneous Plant Structures & Equipment Associated with Plant Operations 24 Welding/Pipe Fitting Support - Outage Support 25 Equipment/System Warranty Management 26 Major Repairs 27 System Modifications and Upgrades 28 Government Furnished 29 Contractor Furnished 30 Cost-Invoice 31 Environmental 32 Performance-Based Matrix 33 Administrative Requirements 34 References 35 Security

1 Acronyms ASHRAE American Society of Heating, Refrigerating and Air-Conditioning Engineers CM Corrective Maintenance COR Contracting Officer’s Representative CS Contracting Specialist DCS Distributed Controls System FFD Federal Facilities Directorate KO Contracting Officer MOP Method of Procedure NFPA National Fire Protection Association NTP Notice to Proceed O&M Operations and Maintenance OCI Organizational Conflict of Interests OEM Original Equipment Manufacturer OSHA Occupational Safety and Health Administration PH&RP Pentagon Heating & Refrigeration Plant PM Preventative/Predictive Maintenance PWS Performance Work Statement SC Service Call SDM System Description Manual VFD/VSD Variable Frequency Drives/ Variable Speed Drives WHS Washington Headquarters Services

2 2.0 Introduction

2.1 This is a hybrid firm-fixed price and Indefinite Delivery/Indefinite Quantity (IDIQ) contract for Preventative Maintenancepreventative maintenance (PM), service call (SC) and corrective maintenance (CM) services. CLIN 0001 is firm fixed price and covers the on-site key personnel.CLIN 0002 is firm fixed price and covers preventative maintenance as well as service calls and corrective maintenance work less than or equal to $2,000. Service calls and corrective maintenance work greater than $2,000 will be covered under the IDIQ CLIN 0003 titled Major Repairs (See Section 26). A provision for major repairsystem modification and upgrade work is covered in Section 26.027 of this PWS; the solicitation of which would be issued via a separate proposalprocess by the KO/COR on a case-by-case basis. and funded under a completely separate CLIN, CLIN 0004 titled System Modifications and Upgrades, and issued at the sole discretion of the Government. The Contractor shall provide and perform a comprehensive maintenance program for Mechanical equipment and systems for the Pentagon Heating & Refrigeration Plant (PH&RP) by means of a firm fixed-price contract. The principal mission of the PH&RP is to provide the following services at the Pentagon Reservation and within the following ranges:

Continuous Steam Continuous Chilled Water Sewage 15 KV Electrical Power Distribution

Output Range 115 psig +/-5 psig (saturated) 42 to 45 ºF Continuous Continuous

The PH&RP is a mission critical facility that operates 24/7/365 days per year. Any disruption in service would cause serious disruption to operations at the Pentagon Reservation. Thus, this contract’s performance requirements emphasize consistent and reliable provision of services.

2.2 Administration – The Washington Headquarters Services (WHS)/Acquisition Directorate’s Contracting Officer (KO) and Contract Specialist (CS) with administer this requirement with assistance from the WHS FFD (Federal Facilities Directorate) PH&RP (Pentagon Heating & Refrigeration Plant) Contracting Officer’s Representatives (CORs). For this performance work statement, Government refers to the KO, the CS, or the CORs and Contractor refers to the Offeror.

2.3 PH&RP’s Operations & Maintenance Manager and Plant Manager will serve as the primary Government points of contact for the Preventative and Corrective Maintenance contract.

2.4 Period of Performance – The Contractor shall provide Preventative and Corrective Repair Maintenance for the Pentagon Heating & Refrigeration Plant (PH&RP) under a firm fixed price contract. The period of performance will consist of a one (1) 12-month base period and four (4) 12-month option periods.

3 3.0 Specifications

3.1 The Contractor shall furnish all parts, labor, materials, supervision necessary for the preventative maintenance, Formatted ...

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predictive maintenance, corrective maintenance (CM) repairs, service calls (SC), and inspections for the equipment and systems listed in Equipment Nameplate Data attachment. All repair work performed under this contract shall be warranted for 90 calendar days after acceptance by the Government. The Equipment Nameplate Data attachment is an existing inventory of the types of equipment and systems maintained under this contract. This contract scope covers all associated equipment, including but not limited to, cables, sensors, dampers and transmitters necessary for proper operation of the equipment and systems even if not specifically identified in the Equipment Nameplate Data attachment.

3.2 Maintenance and repair will include performing quarterly, semi-annual and annual field verification of all control and monitoring sensors and equipment for proper calibration and operation using MAXIMO for tracking. Contractor shall perform operational checks following all maintenance and repair activities.

3.3 Maintenance and repairs procedures shall comply at minimum with guidance provided in the original manufactures manuals, and used as a basis for troubleshooting and repair.

4 4.0 Scope Overview

4.1 Perform all PM in accordance with OEM Recommendations and approved Job Plans.

4.2 The contract encompasses all activities associated with the maintenance, repairs and calibration of the mechanical equipment and related systems to include:

4.2.1 Boiler Systems (Section 12.0)

4.2.1.1 Steam Distribution System (High & Low Pressure Steam, High & Low Pressure Condensate)

4.2.2 Chillers System (Section 13.0)

4.2.2.1 Chilled Water Distribution System (Supply and Return)

4.2.3 Compressed Air System (Section 14.0)

4.2.4 Condenser Water System (Section 15.0)

4.2.5 Distribution Controls System (DCS) (Section 16.0)

4.2.6 Electrical Distribution System (15 KV, 5KV, low voltage, & Sewage Lift Station Backup Power

System) (Section 17.0)

4.2.7 Feedwater Systems (Section 18.0)

4.2.8 Fuel Oil System (Section 19.0)

4.2.9 HVAC System (Section 20.0)

4.2.10 Sewage Lift System (Section 21.0)

4.3 The Equipment Nameplate Data attachment is an existing inventory of equipment and system types for maintenance under this contract. This contract scope covers all associated equipment, including but not limited to, cables, sensors, dampers and transmitters necessary to operate properly the equipment and systems even if not specifically identified in the Equipment Nameplate Data attachment. 5.0

5 Deliverable Table

# SUBMITTAL DUE FROM CONTRACTOR GOVERNMENT

REVIEW

8.3.1 Service Calls (SC): Routine

Response

Project ManagerManagers shall respond within one (1) hour with a plan of action and be available to walk the job with the Government n/a

8.3.2 Service Calls (SC): Emergency

Response

Project ManagerManagers shall respond with a call back within 30 minutes, and shall be on site within two (2) hours. n/a

8.4.3.1 Service Calls: Routine Response

ProposalsCost Estimates

ProposalsCost Estimates shall be developed and/or submitted within 2448 hours (See Section 8.0) 5 business days

8.4.3.2 Service Calls: Emergency Response ProposalsCost Estimates

ProposalsCost Estimates shall be developed and/or submitted within 6 hours (See Section 8.0) 4 hours

8.4 Service Calls: Completion in

MAXIMO

All reports and notes shall be entered into MAXIMO and Service Call tickets placed into “Complete” status within three (3) business days n/a

9.3 Corrective Maintenance:

Deficiency Report

Attach the Deficiency Report to the “Complete” PM ticket in MAXIMO within the same three (3) business days n/a

9.3.2 Corrective Maintenance:

Deficiency Report Format 14 days from NTP 5 business days

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9.3.3 Corrective Maintenance:

MAXIMO ticket generation

Generate Corrective Maintenance ticket in MAXIMO within three (3) business days n/a

9.3.4 Corrective Maintenance (CM):

Proposals Cost Estimates

ProposalsCost Estimates shall be developed and/or submitted within 2448 hours of “Complete” from the completed PM in MAXIMO. (See Section 9.0)

5 business days

9.3.6 Corrective Maintenance:

Completion in MAXIMO

All reports and notes shall be entered into MAXIMO and Corrective Maintenance ticket shall be placed into “Complete” (COMP) status within (3) business days.

n/a

10.0 Preventative and Predictive Maintenance and Inspection (PPMI) Plan

Base 12 months: Within 14 days of NTP, submit four (4) hard copies and one (1) CD to the KO and COR Option 12 months: Update and resubmit four (4) hard copies and one (1) CD to the KO and COR 30 days before option performance period begins

10 business days

10.4 10.5

Proposed Changes to Accepted Schedule

Any proposed changes to the accepted schedule must be submitted to the Contracting Officer for review 14 days prior to implementing the changes

5 business days

10.8.2 Preventative Maintenance

Schedule Concurrent with PPMI Plan 10 business days

10.8.3 Maintenance & Repair Job

Plans Concurrent with PPMI Plan 10 business days

10.8.4 Quality Control Plan Concurrent with PPMI Plan 10 business days

10.8.5 Qualifications Concurrent with PPMI Plan 10 business days

10.8.6.1 Draft Spare Parts List Within 60 calendar days of contract NTP 10 business days

10.8.6.3 Final Spare Parts List Within 14 calendar days from Government comment of Draft Spare Parts List 10 business days

10.8.6.5 Spare Parts Shortfall and

ProposalCost Estimates

Within 14 calendar days from final submission of Spare Parts List 10 business days

10.11 Replacement units, parts, components and materials

Retain all parts replaced by maintenance/repair activities for at least 10 calendar days after completion of work and keep readily available for inspection by KO or COR upon request.

10 calendar days

10.13 Outage Requests 10 business days advance notice 5 business days

10.14 PPMI Plan Revisions Within 10 business days of Government adding new equipment and/or Contractor replacing equipment. 10 business days

10.17 Routine Daily

Inspections Procedure

Complete daily inspections of the facility and bring any deficiencies to the COR’s attention per Section 9.2 n/a

11.0 MAXIMO (CMMS)

Within 90 calendar days of contract award, Contractor shall provide all asset data, job plans, PM schedules and associated costs for all planned maintenance in MAXIMO

5 business days

11.6.2 Monthly Preventative/Predictive Maintenance (PM) Report

Within 7 calendar days from last working day of the month. 5 business days

11.7.3 Monthly Report: all approved

SC and approved CM work Within 7 calendar days from last working day of the month. 5 business days

11.6.5 PM, SC, Daily Reports and CM ticketsreports completion in

MAXIMO

Within three (3) business days of completing the work n/a

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11.7 PH&RP MAXIMO Training

PH&RP will provide one (1) specific business process training to one (1) contractor employee within 30 days from NTP. Contractor is responsible for requesting and scheduling this training with the Government.

n/a

13.3.4 Refrigeration and Motor Oil

analysis reports for all chillers Within the 30 days from NTP n/a

24.3 Welding/Pipe Fitting Support

Labor Rates Within 14 days of contract NTP 5 business days

25.1 Equipment/Warranty Management:

Warranty Detail Report

30 days from contract NTP 10 business days

29.2.2 Schedule of Values (SOV) Within 14 days of contract NTP 10 business days

29.2.3 Preventative Maintenance

Schedule Concurrent with PPMI Plan 10 business days

29.3.1 Pencil Copy of Pay Application Within last 7 calendar days of the month 5 business days

29.4 Pay Application Package After Acceptance of the Pencil Copy of Pay Application 3 business days

29.4.2 Wide Area Work Flow

(WAWF) After Acceptance of Pay Application Package n/a

30.3 Safety Data Sheets (SDS) Within 30 calendar days of contract NTP 10 business days

32.1 PH&RP Look Ahead Standard

Operating Procedures (SOP)

Submit schedule per SOP every Tuesday for the work schedule for the following week. 2 business days

32.2.1.1 Meeting Agenda 24 hours before the meeting n/a

32.2.2 Meeting Minutes 48 hours after the meeting 3 business days

32.3 Staffing Plan Within 10 business days after contract NTP 5 business days

6 6.0 Key Personnel

6.1 Required Personnel On-Site: One (1two (2) Project Manager, OneManagers, one (1) MAXIMO Specialist, and Oneone (1) Electrician, one (1) Control Engineer and two (2) Control Technicians are the Government required minimum number of personnel to be on-site during core hours. Note that the Government requires at least one (1) of the project managers be on site during core hours.

6.2 PROJECT MANAGER

6.2.1 Project Managers

Must meet the following at the time of award:

6.2.1.1 Ten (10) years’ experience as journeyman mechanical engineer with field experience in either maritime or industrial plant (construction, operation, or maintenance)

- OR -

6.2.1.2 Ten (10) years’ experience as a journeyman technician with field experience in either maritime or industrial plant (construction, operation, or maintenance).

IN ADDITION TO ONE (1) OF THE FOLLOWING ABOVE (6.2.1.1 OR

6.2.1.2) PROJECT MANAGERMANAGERS MUST POSSESS (1) OF THE

FOLLOWING LICENSES

6.2.1.3 National Institute for the Uniform Licensing of Power Engineers, Inc. (NIUPLENIULPE) First Class Power Engineer License

6.2.1.4 Washington DC, Department of Consumer and Regulatory Affairs, Board of Industrial Trades, Class 1 – Steam Engineer License

6.2.2 The Project ManagerManagers shall manage all activities required by the contract, lead the on-site

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technical team and serve as technical pointpoints of contact for the performance of this contract. The Project ManagerManagers shall be available for all meetings and isare designated as key personnel.

6.2.2.1 The Project Manager shallAt least one project manager must be on-site for all service calls and corrective maintenance. and service call work. The Project Manager’sManagers’ time or “Labor Rate” is carried as a firm fixed priced, as they are identified as Key Personnel and required to be on-site during core hours, and therefore will not be included in any Service Calls. The Project Manager’s time is included in the base of this contract and shall not be included in additional proposalscost estimates for service calls and corrective maintenance. The only exception being if the repair work takes place during off-hours, e.g., emergency service call. As a general rule, a Project Manager must be on-site whenever their subcontractor(s) is performing work.

6.3 MAXIMO Specialist

6.3.1 Contractor employees shallMust have (4) four years’ experience of basic COTS CMMS IBM

Maximo knowledge of user function, asset, work orders, and inventory management, at the time of award.

Electrician6.4 ELECTRICIAN

6.4.1 Must possess certification in the high, medium and low voltage equipment, and at a minimum, 10 years’ experience and journeyman electrician in motors and controls, motor control centers, variable frequency drives (VFDs) and associated controls, transformers, motors, panels, controls, feeders, motor control centers, protective devices, etc., at the time of award. Electrician must be able to perform the switching of high, medium, low voltage breakers independently.

6.4.2 MustElectrician must possess a Journeyman Electrician License in Virginia or District of Columbia.

6.5 A journeyman's card showing membership in a recognized trade organization shall be considered as prima facie evidence that the applicant is qualified as a journeyman in that trade, and the examining board may accept that evidence.

DCS Control Engineer Must possess at a minimum 10 years of field experience in service, maintenance, repair and/or control installation of similar size and complexity of industrial controls supporting industrial equipment such as chillers, boilers, pumps as the PH&RP has and Allen Bradley RS Logix experience.7.0

DCS Control Technicians Must possess at a minimum 10 years of field experience in service, maintenance, repair and/or control installation of similar size and complexity of industrial controls supporting industrial equipment such as chillers, boilers, pumps as the PH&RP has and Allen Bradley RS Logix experience.

7 Non-Key Personnel / Other Personnel

7.1 Technicians: The Contractor shall provide qualified journeyman, factory trained or certified maintenance personnel for all PH&RP equipment, at the time of award. Training and certification must be current. All lead technicians must be factory trained with a minimum of 10 years of related field experience. 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). Contractor’s technician shall respond to emergency calls within two (2) hours.

7.1.1 Chillers

7.1.1.1 Chiller Technician – must possess at a minimum 10 years of experience in service, maintenance, and repair of similar chillers of the size and model (York 3,750 Tons Turbo). Also, at a minimum 10 years’ experience in the service, maintenance, repair, and controls as related to the York “OM” Series

TurboMaster chillers, 3,750 Tons and larger have a CFC universal license, and valid EPA certification under section 608.

7.1.2 Boilers

7.1.2.1 Boiler Technician – must possess at a minimum 10 years of experience in service, maintenance, repair and controls of similar size (40,000 pph or greater) low NOx burners and multi-fuel (i.e. natural gas and No. 2 fuel) boilers.

7.1.3 DCS

7.1.3.1 Must possess at a minimum 10 years of field experience in service, maintenance, repair and/or control installation of similar size and complexity of industrial controls supporting industrial equipment such as chillers, boilers, pumps as the PH&RP has and Allen Bradley RS Logix experience.

7.1.4 Pumps

7.1.4.1 Pump Technician – must possess at a minimum 10 years of experience in service, Formatted: Heading 2, Indent: First line: 0", Space After: 0 pt, Line spacing: single

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Formatted: Heading 4, Indent: Left: 0" maintenance, repair and controls of similar size of pumps as at the PH&RP and at a minimum 10 years of experience in the pump maintenance, repair, and controls, and must has completed pump technology and repair type of training from major pump manufacturers. See attached Inventory List for PH&RP.

PH&RP.

7.1.5 Electric motors, beakers/disconnects/starters/transformers

7.1.5.1 Technicians/electricians must possess certification in the high and low voltage equipment, and at a minimum,10 years’ experience and journeyman electrician in motors and controls, motor control centers, variable frequency drives (VFDs) and associated controls, transformers, motors, panels, controls, feeders, motor control centers, protective devices, etc. Electrician must be able to perform the switching of high, medium, low voltage breakers independently.

7.1.5.2 Electrician must possess a Journeyman Electrician License in Virginia or District of Columbia.

7.1.5.3 A journeyman’s card showing membership in a recognized trade organization shall be considered as prima facie evidence that the applicant is qualified as a journeyman in that trade, and the examining board may accept that evidence.

7.1.6 VFD/VSDs

7.1.6.1 Technicians/electricians must possess certification in the high and low voltage equipment, and at a minimum, 10 years’ experience in control centers, protective devices, etc.

7.1.7 Sewage Plant Equipment

7.1.7.1 Contractor’s technicians/electricians must possess certification in the high and low voltage equipment, pump maintenance, repair and controls and at a minimum, 10 years or more experience in sewage plant equipment maintenance and repair, such as pumps , breakers, transformers, motors, panels, controls, feeders, motor control centers, protective devices, UPS, electric generators, etc.

Contractor’s technician shall respond to emergency calls within 2 hours.

7.1.8 Generators/Engines

7.1.8.1 Technicians must at a minimum possess 10 years’ experience in electric/diesel engine/generator operation, maintenance and controls.

7.1.9 Motorized Valves (MOV) in the Chiller Plant

7.1.9.1 Technician at a minimum must possess 10 years of experience in service, maintenance, repair and controls of similar size of valves as the PH&RP and 10 years of experience in valve maintenance, repair, and controls, and must has completed valve technology and repair type of training from major valve manufacturers.

7.1.10 HVAC

7.1.10.1 Technician must possess certification in the HVAC equipment, and at a minimum, 10 years’ experience in Air Handler Units (AHUs), Fans, etc.

7.1.10.2 HVAC technician shall possess a HVAC journeyman license from Maryland, Virginia, or

District of Columbia.

7.1.11 Air Compressors

7.1.11.1 Contractor must possess certification in air compressor technician from the manufacturer in the reciprocating and rotary air compressors and associated equipment, and at a minimum, 10 years’ experience.

7.2 Trash Rake Divers

Contractor must possess an ADCI Commercial Diver Certification and experience with maintenance, inspections and repair of underwater intake and discharge systems.

Iconics Senior Application Engineer

7.2.1 Obtain and maintain a NACI background check and CAC.

7.2.2 Requires at least four (4) years direct experience with Iconics and training in GENESIS64 software suite. The Iconics Engineer shall understand the GENESIS64 Application Server, dashboards, configuration of Hyper Historian and GEO SCADA mapping technology of EarthWorX. The Iconics Engineer shall have experience in project configuration to data acquisition, visualization and deployment and configuration of Kepware, OPC, BACnet, database and other data points for collection, compression and storage.

7.3 The Contractor must have a licensed master plumber and a licensed master welder for emergency response and repairs per contract requirements and must meet the response time in accordance with the PWS.

7.4 The Contractor must demonstrate that all technicians are factory trained with a minimum of 10 years of experience, have a CFC universal license, and valid EPA certification under Section 608.

7.5 The Contracting Officer shall be notified prior to any changes to key personnel. Government approval will be required for personnel replacements.

7.6 The Contractor Project ManagerManagers and alternatesother Key Personnel shall be fluent in English.

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7.7 The Contractor shall provide 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.

8 8.0 Service Calls Tickets

8.1 Service Calls: Service calls are A service call is defined as unscheduled maintenance or, corrective repair, to include minor and major repairs on a routine or emergency response, when needed; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; relocation of equipment, materials, and devices; and work or miscellaneous services. Material cost includes parts or entire unit replacement if repair is not economically feasible.

8.2 The discovered and requested by the Government will pay the amount for each Service Call to the Contractor on a case-by-case basis through a Service Call ticket. The Contractor. Service calls (emergency or routine) with an estimated value of less than $2000 shall be fully responsible for all material and labor associated with the entire and complete Service Call proposal. The labor shall not be included in cost proposals if on-site personnel are performing the laborthe firm fixed price of the PM Contract (CLIN 0002). Service calls (emergency or routine) with an estimated value of $2,000 and up (both confirmed and approved by the Government) shall be considered a major repair (See Section 26) and carried under the IDIQ portion of the contract (CLIN 0003). Typically twenty-five (25) service call repairs with a value less than or equal to $2,000 per year would be expected.

8.3 The Contractor shall respond to all Service Callsservice calls provided by the KO/COR. The two types of Service Callsservice calls are Routine Response and Emergency Response.

8.3.1 Routine Response: Upon receiving a routine call, the Project ManagerManagers shall respond within one (1) hour with a plan of action and be available to walk the job with the Government.

8.3.2 Emergency Reponses: Requires immediate action to repair essential systems and/or equipment that may fail and restore them back to its full operational condition as soon as possible. Should an emergency situation arise (e.g., inoperative equipment, burning smell, leaking pipe, refrigerant leak, insufficient utility requirements), the Project ManagerManagers shall, respond with a call back in 30 minutes, and shall be on site within two (2) hours. The Government shall determine if the Service Callservice call is an emergency and shall be dictated in the Service Callservice call ticket.

8.4 Service Call Standard Procedure Service Call – Standard procedure on how the Government shall issue a Service Callservice call ticket and how the Contractor shall proceed after receiving a Service Callservice call ticket. Below are the following steps of the procedure:

8.4.1 Step #1 – The Government finds inoperable and/or defective equipment.

8.4.2 Step #2 – The Government generates a Service Call ticket in MAXIMO and assigns the ticket to the Contractor. The Government enters information and notes into the assigned Service Call ticket in MAXIMO. The Government assigns the ticket in MAXIMO with a status of “Waiting on Approval”

(WAPPR).

8.4.2.1 A hard copy of the MAXIMO Service Call ticket submitted to the Contractors assigned Project Manager.

8.4.3 Step #3 – The Contractor shall submit a proposal to the Government.

8.4.3.1 The Contractor shall develop a cost estimate for the service call work. If the service call work is estimated toat exceed $2,000 or more, then the work will be designated as a major repair and the Contractor shall notify the COR/KO. See Section 26 for guidance on major repairs.

Routine Response Service Call ticket proposalscost estimates shall be submitteddeveloped within 2448 hours.

8.4.3.2 Emergency Response Service Call ticket proposalscost estimates shall be submitteddeveloped within 6 hours.

8.4.3.3 The proposal shall include:

8.4.3.3.1 MAXIMO Service Call ticket generated by the Government.

8.4.3.3.2 A detailed breakdown of all estimated costs to include labor hours, materials, and equipmentThe Contractor shall maintain a Maximo generated repairs log which shall include, as a minimum, a description of the equipment, repairs performed, labor hours and labor cost, cost of materials and a running total for the COR’s review. All service calls less than $2,000 are included in the monthly PM fixed-priced CLIN 0002.

Service calls shall be performed in a timely manner so as not to affect facility operations. The Contractor shall provide at least two (2) weeks of written notice for any activities requiring utility outages. If the service call work cannot be completed immediately or at least within 24 hours, the Contractor shall notify the COR/KO, and coordinate an acceptable window for completion prior to leaving the work site.

This notification shall provide the COR/KO, an estimate of labor hours and materials required for completing to complete the necessary repairs.

8.4.3.3.3 A, along with a schedule for accomplishing the work within 24 hours of Service Call ticket

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Formatted: Heading 3, Indent: Left: 0" approval. Note: If work cannot be completed within 24 hours, the proposal shall state the estimated time of completion and provide an explanation for why the work cannot be completed within 24 hours.

8.4.3.3.4 The labor shall not be included in cost proposals if on-site personnel are performing the labor.

8.4.4 Step #4 – The Government reviews the proposal and after approval, the Government changes the status of the Service Call ticket to “Approved” (APPR) in MAXIMO.

8.4.4.1 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/impair said piece of equipment for a period of time longer than 24 hours. The MOP shall be submitted to the COR at least 24 hours in advance of any repairs and with outage request if needed.

Once the proposal changes to Approved (APPR) status in MAXIMO, the Contractor has 24 hours to start the performance (repair, material order, maintenance, etc.) of the Service Call ticket.

8.4.4.2 Note: If work cannot be completed within 24 hours, the Contractor shall state the estimated time of completion and provide an explanation for why the work cannot be completed within 24 hours via email to the KO and COR.

8.4.4.3 The Contractor shall not change the status of Service Call tickets in MAXIMO.

8.4.4.4 The Government reserves the right to negotiate the submitted proposal for a fair and reasonable price before acceptance.

8.4.5 Step #5 – The Contractor performs andContractor completes the Service Callservice call ticket.

All, all reports, logs and notes shall be entered into MAXIMO and Service Callthe service call ticket shall be placed into “Complete” (COMP) status within (3) business days.

8.4.5.1 Included in the report shall be the Approved proposal for the Completed MAXIMO ticketMaximo generated repairs log which shall include, as a minimum, a description of the equipment, repairs performed, labor hours and labor cost, cost of materials and a running total for the COR’s review.

8.5 Repair procedures shall at minimum comply with guidance provided in the original manufacturers (OEM) manuals, and should be used as a basis for troubleshooting, repair, and recommended operational performance.

9 9.0 Corrective Maintenance Tickets

9.1 Corrective Maintenance: Maintenance and repair work required to return a system or component to proper original operating condition as recommended by OEM O&M manuals. Corrective maintenance defined as maintenance work, which involves the repair, or replacements of components, which have failed or broken down and discovered during preventative/predictive maintenance. Corrective maintenance work with an estimated value of less than $2,000 shall be included in the firm fixed price of the PM Contract (CLIN 0002). Corrective maintenance with an estimated value of $2,000 or more (both confirmed and approved by the Government) shall be considered a major repair (See Section 26) and carried under the IDIQ portion of the contract (CLIN 0003). Typically seventy-five (75) corrective maintenance repairs with a value less than or equal to $2,000 would be expected.

9.2 The Contractor shall report any deficiency 24 hours after they complete preventative/predictive maintenance via email to the COR and QA team. A proposal shall be submitted to the Government within 24 hours of submitting the deficiency report. The Government will pay the amount for each corrective maintenance to the contractor on a case-by-case basis through a Service Call ticket. The Contractor shall be fully responsible for all material and labor associated with the entire and complete corrective maintenance proposal. The labor shall not be included in cost proposals if on-site personnel are performing the labor.

9.3 Corrective Maintenance Standard Procedure – Standard procedure on how the Government shall approve a Corrective Maintenance ticket – and how the contractor shall proceed after reporting a Corrective Maintenance ticket.

Below are the following steps of the procedure:

9.3.1 Step #1a – The Contractor finds inoperable and/or defective equipment while performing preventative/predictive maintenance.

9.3.2 Step #1b – The Contractor shall follow Section 11.6.5 in this PWS,submit a deficiency report to the “Complete” (COMP) preventative/predictive maintenance ticket in three (3) business days.

9.3.2.1 The Contractor shall submit and attach the Deficiency Report to the “Complete” (COMP) preventative/predictivegenerate a corrective maintenance ticket in MAXIMO within the same three (3) business days. three (3) business days of completing preventative maintenance. The Contractor shall report any deficiency within 24 hours of completing the preventative maintenance work via email to the COR and QA team.

9.3.2.2 The Contractor shall submit a standard Deficiency Report format 14 days from NTP and must

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9.3.3 Step #2 – The Contractor generates Corrective Maintenance ticket in MAXIMO toshall develop a cost estimate for corrective repair work. If the already existing preventative/predictivecorrective maintenance ticket for work is estimated toat $2,000 or more, then the equipment the PM ticket was being performed. The Contractor enters informationwork will be designated as a major repair and notes into the assigned Corrective Maintenance ticket. The Contractor assigns the ticket in MAXIMO with a status of “Waiting on Approval” (WAPPR).

9.3.3.1 The Contractor shall generate Corrective Maintenance ticket in MAXIMO within three (3) business days.

9.3.4 Step #3 – The the Contractor shall submit a proposalnotify the COR/KO. See Section 26 for guidance on major repairs.

A cost estimate shall be submitted to the Government within 2448 hours of “Complete” (COMP) from the completed preventative/predictivegenerating a corrective maintenance. The proposal ticket.

The Contractor shall maintain a Maximo generated repairs log which shall include: , as a minimum, a description of the equipment, repairs performed, labor hours and labor cost, cost of materials and a running total for the COR’s review. All corrective maintenance repairs less than $2,000 are included in the monthly PM fixed-priced CLIN 0002.

9.3.4.1 MAXIMO Corrective Maintenance ticket generated by the Contractor

9.3.4.2 A detailed breakdown of all estimated costs to include labor hours, materials, and equipment required for completing necessary repairs

9.3.4.3 A schedule for accomplishing the work within 24 hours of Corrective Maintenance ticket approval.

9.3.4.3.1 Note: If Corrective maintenance repairs shall be performed in a timely manner so as not to affect facility operations. The Contractor shall provide at least two (2) weeks of written notice for any activities requiring utility outages.

If the corrective maintenance work cannot be completed immediately or at least within 24 hours, the proposalContractor shall statenotify the estimated time of COR/KO, and coordinate an acceptable window for completion and provide an explanation for whyprior to leaving the work cannot be completed within 24 hours.

9.3.4.4 The labor shall not be included in cost proposals if on-site personnel are performing the labor.

9.3.5 Step #4 – The Government reviews the proposal and after approval, the Government changes the status of the Corrective Maintenance ticket to “Approved” (APPR) in

MAXIMO.

9.3.5.1 Once the proposal changes to “Approved” (APPR) status in MAXIMO, the Contractor has 24 hours to start the performance (repair, material order, maintenance, etc.) of the Corrective Maintenance ticket.

9.3.5.2 The Contractor shall not change the status of Corrective Maintenance tickets in

MAXIMO.

9.3.5.3 The Government reserves the right to negotiate the submitted proposal for a fair and reasonable price before acceptance.

9.3.6 Step #5 – The Contractor performs and This notification shall provide the COR/KO, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

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/impair said piece of equipment for a period of time longer than 24 hours. The MOP shall be submitted to the COR at least 24 hours in advance of any repairs and with outage request if needed.

Once the Contractor completes the Corrective Maintenancecorrective maintenance ticket. All, all reports, logs and notes shall be entered into MAXIMO and Corrective Maintenancethe corrective maintenance ticket shall be placed into “Complete” (COMP) status within (3) business days.

9.3.6.1 Included in the report shall be the approved proposal for the Completed MAXIMO ticket.

Maximo generated repairs log which shall include, as a minimum, a description of the equipment, repairs performed, labor hours and labor cost, cost of materials and a running total for the COR’s review.

9.4 Maintenance and repairs procedures at minimum shall comply with guidance provided in the original

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10 10.0 Preventative and Predictive Maintenance and Inspection (PPMI) Program

10.1 The Contractor shall develop and implement a Preventative and Predictive Maintenance and Inspection Plan within 14 days of contract NTP. The Contractor shall submit four (4) hard copies and one (1) CD-ROM of the plan to the KO and COR, which addresses preventative maintenance, minor repairs, major repairs and service call response for the PH&RP that result in extending the useful life of the equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency.

10.2 Contractor shall perform operational checks following all maintenance and repair activities. The intent of the preventative and predictive maintenance program is to provide routine maintenance services that permit the early detection and correction of items which, if deficient or defective, would:

10.2.1 Interfere with normal operation of the system;

10.2.2 Endanger life and/or property;

10.2.3 Involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the Contracting Officer (KO) as an indication of unsatisfactory performance of the PPMI by the Contractor.

10.3 The PPMI program shall include all inspection, checks, adjustments, and maintenance items necessary to ensure that each system complies with applicable manufacturers’ or industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the O&Ms for the equipment.

10.4 Base 12 month: Within 14 days of contract NTP, the Contractor shall submit four (4) hard copies and one (1)

CD-ROM of the plan to the KO and COR. Each copy shall be on a Compact Disk-Read Only Memory (CD-ROM).

The Government will review and provide comments within 7 days. A draft copy of the proposed PPMI plan shall be submitted to the KO for acceptance prior to commencing work. All scheduled PPMI work is expected to be completed and updated into MAXIMO within the month scheduled. The KO may require changes or additions to the accepted PPMI program plan should multiple deficiencies occur. Any Contractor proposed changes to the accepted PPMI program must be submitted to the contracting officer for review. Allow 10 business days for Government review of proposed changes.

10.5 Option 12 month(s): The Contractor shall update and resubmit four (4) hard copies and one (1) CDROM of the plan to the KO and COR 30 days before option performance period begins. The schedule shall indicate, for each item of equipment or systems identified in Equipment Nameplate Data attachment, the day of the week in which weekly or more frequent inspections shall be performed. The Contractor shall schedule and perform PPMI within the following time-of day constraints within Standard Hours of Operation. Once accepted by the Contracting Officer, the Contractor shall adhere to this schedule in order to facilitate the Government’s surveillance of the work. Any proposed changes to the accepted schedule must be submitted to the Contracting Officer for review 14 days in prior to implementing the changes.

10.6 The Contractor performs all PM work specified herein on the dates shown in the accepted PPMI schedule.

10.7 The detailed PPMI plan shall contain the PM Job Plans 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. Contractor shall be responsible to coordinate and schedule sub-contractors to accomplish work in an efficient manner requiring the least amount of outages and down time.

10.8 The PPMI Plan includes, at a minimum:

10.8.1 Maintenance and repair…

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