Attachment__4_-_Revised_PWS_2.19.2019.pdf

HQ003419R0019

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Preventative Maintenance at the Pentagon Heating & Refrigeration Plant

13 February 2019

TABLE OF CONTENTS

1 Acronyms 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 Introduction This is a hybrid firm-fixed price and Indefinite Delivery/Indefinite Quantity (IDIQ) contract for preventative 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 system modification and upgrade work is covered in Section 27 of this PWS; the solicitation of which would be issued via a separate process 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.

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.

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.

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

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.

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

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

Boiler Systems (Section 12) Steam Distribution System (High & Low Pressure Steam, High & Low Pressure Condensate)

Chillers System (Section 13) Chilled Water Distribution System (Supply and Return)

Compressed Air System (Section 14) Condenser Water System (Section 15) Distribution Controls System (DCS) (Section 16) Electrical Distribution System (15 KV, 5KV, low voltage, & Sewage Lift Station Backup Power System)

(Section 17) Feedwater Systems (Section 18) Fuel Oil System (Section 19) HVAC System (Section 20) Sewage Lift System (Section 21)

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 Deliverable Table

# SUBMITTAL DUE FROM CONTRACTOR GOVERNMENT

REVIEW

8.3.1 Service Calls (SC): Routine

Response

Project Managers 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 Managers 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

Cost Estimates

Cost Estimates shall be developed and/or submitted within 48 hours (See Section 8.0) 5 business days

8.4.3.2 Service Calls: Emergency

Response Cost Estimates

Cost 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

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):

Cost Estimates

Cost Estimates shall be developed and/or submitted within 48 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 Cost

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

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 and CM reports

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

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 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 Key Personnel Required Personnel On-Site: two (2) Project Managers, one (1) MAXIMO Specialist, one (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.

Project Managers

Must meet the following at the time of award:

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

- OR -

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 MANAGERS MUST POSSESS (1) OF THE FOLLOWING LICENSES

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

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

The Project Managers shall manage all activities required by the contract, lead the on-site technical team and serve as technical points of contact for the performance of this contract. The Project Managers shall be available for all meetings and are designated as key personnel.

At least one project manager must be on-site for all corrective maintenance and service call work. The Project Managers’ 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 additional cost 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.

MAXIMO Specialist Must 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.

Electrician

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.

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

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 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.

Chillers 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.

Boilers 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.

Pumps Pump Technician – must possess at a minimum 10 years of experience in service, 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.

Electric motors, beakers/disconnects/starters/transformers 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.

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

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.

VFD/VSDs 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.

Sewage Plant Equipment

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.

Generators/Engines

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

Motorized Valves (MOV) in the Chiller Plant 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.

HVAC

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

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

Columbia.

Air Compressors

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.

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

Obtain and maintain a NACI background check and CAC.

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.

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.

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.

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

The Contractor Project Managers and other Key Personnel shall be fluent in English.

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 Service Calls Tickets Service Calls: A service call is defined as unscheduled maintenance, corrective repair work or miscellaneous services discovered and requested by the Government. Service calls (emergency or routine) with an estimated value of less than $2000 shall be included in the 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.

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

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

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 Managers 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 call is an emergency and shall be dictated in the service call ticket.

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

The Government generates a Service Call ticket in MAXIMO and assigns the ticket to the Contractor. The Government assigns the ticket in MAXIMO with a status of “Waiting on Approval” (WAPPR).

The Contractor shall develop a cost estimate for the service call work. If the service call work is estimated at

$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 cost estimates shall be developed within 48 hours.

Emergency Response Service Call ticket cost estimates shall be developed within 6 hours.

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

Included in the report shall be the 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.

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 Corrective Maintenance Tickets 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.

Corrective Maintenance Standard Procedure – Standard procedure on how the contractor shall proceed after reporting a Corrective Maintenance ticket. Below are the steps of the procedure:

The Contractor finds inoperable and/or defective equipment while performing preventative maintenance. The Contractor shall submit a deficiency report to the “Complete” (COMP) preventative maintenance ticket and generate a corrective maintenance ticket in MAXIMO within 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.

Deficiency Report shall include, but is not limited to, the following information: name of contractor/subcontractor, date deficiency found; Corrective Maintenance ticket number, name of equipment, deficiency, and recommended repair.

The Contractor shall develop a cost estimate for corrective repair work. If the corrective maintenance work is estimated at $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.

A cost estimate shall be submitted to the Government within 48 hours of generating a corrective maintenance 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.

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 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 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 maintenance ticket, all reports, logs and notes shall be entered into MAXIMO and the corrective maintenance ticket shall be placed into “Complete” (COMP) status within

(3) business days.

Included in the report shall be the 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.

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

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

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:

Interfere with normal operation of the system;

Endanger life and/or property;

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.

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.

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.

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.

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

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.

The PPMI Plan includes, at a minimum:

Maintenance and repair records standard formats. The Contractor shall maintain an equipment file in hard copy and in electronic format for each piece of equipment listed as a part of the MAXIMO system.

Preventative Maintenance Schedule Schedule Restrictions:

10.8.2.1.1 All Refrigeration Plant and Chilled Water Distribution system equipment Annual PM must be completed by April 1st.

10.8.2.1.2 All Boiler Plant (includes Feedwater and Fuel Oil) and Steam Distribution system equipment Annual PM must be completed between June 1st and September 1st

Maintenance & Repair Job Plans. Job plans shall be in accordance with OEM recommendations and frequency, at a minimum.

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

Qualifications. The Contractor shall submit certifications/qualifications and provide qualified labor to perform the equipment maintenance. Reference Sections 6.0 and 7.0.

Spare Parts/Inventory Management Within 60 calendar days of contract NTP, the Contractor shall provide a Draft Spare Parts List, for all equipment included in the PWS, outlined as follows:

10.8.6.1.1 A complete part listing for each unit, including manufacturer, model number, lead times and cost.

10.8.6.1.2 Identify ‘critical components’ defined as components that have a delivery time greater than 30 days from the time of order and without replacement would prevent operation of the unit.

10.8.6.1.3 Identify consumables (i.e. equipment routinely replaced during PM procedures).

10.8.6.1.4 Provide quantities of recommended spares to be kept on site for all parts.

Contractor shall update the list annually.

After receipt of the spare parts list, the Government will review and provide comments on the list within 10 business days from submission. The Contractor shall then revise the list and provide the Final Spare Parts List submission, within 14 calendar days.

After review by the Government, the Contractor shall inventory all spare parts on site and identify inventory that is less than the recommended spare parts list.

The Contractor shall provide a detailed report for the Spare Parts Shortfall and a cost estimate to bring the Government inventory to match recommended spare parts list, within 14 calendar days from final submission of Spare Parts List. 10.9 Quality Assurance – The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This QASP is primarily focuses on ensuring the Contractor performs in accordance with the performance standards as stated in the contract. The QASP defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

The Government will periodically evaluate the Contractor’s performance by appointing a representative to monitor performance through intermittent on-site inspections of the contractor’s quality control program and receipt of complaints.

The Contractor’s PPMI plan shall meet or exceed the manufacturer’s minimum suggested PM program guidelines identified in the equipment O&Ms, Pentagon standards and procedures, and acceptable industry practices. All maintenance required under the contract shall be performed in a manner that is consistent with all equipment and material warranties. When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

The Contractor shall provide new or OEM parts. The COR must accept any reconditioned parts prior to installation. All replacement units, parts, components, and materials to be used in the maintenance and repair of mechanical & electrical systems shall be compatible with that existing equipment, on which it is to be used; shall be of equal or better quality as the original equipment specifications; shall conform to the applicable specifications of the accepted design build final design, or any applicable technical specifications provided by the designer of record; and used in accordance with the original design and manufacture intent. Items not listed in this specification or technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. The Contracting Officer shall be the deciding official if there is a conflict between the original part and the replacement part that is considered equal by the Contractor. The Contractor shall retain all parts replaced by maintenance of repair activities for at least 10 calendar days after completion of the maintenance/repair, and shall make these parts readily available for inspection by the KO or COR upon request.

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

Maintenance services shall be performed in a manner that avoids interruption of Mechanical systems and equipment. However, if an outage is required to fulfill the maintenance contract, then 10business days advance notice by the Contractor is required for the task. The PH&RP will operate switching /perform switching of electrical distribution system devices serving the electrical vaults.

PPMI plan shall be revised, within 10 calendar days, every time the Government adds new equipment and/or when the Contractor replaces equipment.

It is the Contractor’s responsibility to move items, equipment and obstructions to gain access to equipment requiring maintenance or repair.

Equipment Replacement: The Contractor’s PM program shall provide for regular review of facility equipment to determine when replacements are necessary. The Contractor shall provide the COR with recommendations on equipment replacement. These recommendations shall consist of a timeframe for equipment replacement, as well as the type, size, model, and cost. These recommendations shall be supported by data collected on past repairs and labor hours expended on maintaining the specified piece of equipment. If the COR accepts the replacement of equipment, the replacement shall be processed in accordance with the procedures outlined in this

PWS.

Routine Daily Inspections: The Contractor shall complete daily inspections of the facility creating deficiencies identified during this daily inspection shall be brought to the attention of the COR and follow Section 9.0 in this PWS.

11 Records Computerized Maintenance Management System (CMMS) – Facilities Services Directorate (FSD) uses CMMS

(MAXIMO) for asset management to record all facilities and Plant asset data and maintenance activities. Contractor shall use CMMS (MAXIMO) systems to record and maintain asset data and all maintenance activities to capture cost and maintenance history. Within 90 calendar days of this contract award, the Contractor shall provide all asset data, job plans, PM schedules and associated costs for all planned maintenance activities in MAXIMO. After initial submission, the Contractor shall maintain up-to-date records on a daily basis and have records available at any time for Government review.

Asset: Maintain up-to-date asset records that include asset number, modern model number, serial number, part number, manufacturer, description, location, class, attributes, system, parents, spare parts, safety plans, meters, tag number, install and warranty dates, Branch ID, program shop etc., and other records as required by the Government.

Maintenance (PM): Maintain up-to-date PM record schedules, frequencies, job plans and other relevant data as required by the Government.

Job Plans: Maintain up-to-date Government approved job plans, total time duration, task details, estimated labor hours, bill of materials (including tools) cost estimations, safety plans, Lock-Out/TagOut (LOTO) requirements, and other records as required by the Government. Job plans shall be in accordance with OEM recommendations and frequency, at a minimum.

Inventory: Provide and maintain up-to-date spare parts inventory, including part numbers, for PM activities and repairs and maintain minimum critical parts levels at all times.

Work orders: Submit work orders for all approved maintenance activities performed on assets. All deficiencies found during PM activities must be recorded on PM work orders against the asset(s). Maintain accurate and comprehensive records of all maintenance activities against asset(s) by noting any and all deficiencies, labor/material cost estimates, corrective action notes, logs notes, labor/material used, meter readings, failure/problem codes, asset down times etc. as required by the Government.

Reports

All reports submitted to the Government shall be typed. Handwritten field reports may be attached as backup documentation. Only typed reports shall be accepted as official submissions. The Contractor shall provide all submittals and requested data in Portable Document Format (PDF) to the KO/COR for approval, except when required in hardcopy.

Provide Monthly PM Reports of all Government approved scheduled PM. The Contractor shall provide the percentage completed and missed scheduled PM within 7 calendar days from the last working day of the month.

The Contractor shall maintain logs of all preventative maintenance actions performed. If no format is given, the Contractor shall make a form to use consistent with the data recorded and reviewed by the Government.

Provide Monthly Report of all approved Service Calls and approved Corrective Maintenance work. The Contractor shall provide work details, current status, number of days old and percent completed within 7 calendar days from the last working day of the month.

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

Daily reports should be prepared for each day. Reports shall include a detailed transcript of work completed, work still being worked on, and any deficiencies that need to be reported to the Government. Reports shall account for On-Site Personnel activities and all other personnel conducting work on any given day.

All Preventative/Predictive Maintenance, Service Calls (Routine and Emergency Response), Daily Reports and Corrective Maintenance tickets shall be changed to status of “Complete” (COMP) in MAXIMO within three

(3) business days of completing and/or performing work.

Training – MAXIMO Specialist: Contractor employees shall have (4) four years’ experience of basic COTS CMMS IBM Maximo knowledge of user function, asset, work orders, and inventory management. PH&RP will provide one

(1) specific business process training to one (1) contractor employee within 30 days from NTP. If the Government provided training is not utilized within 30 days from NTP, this training will no longer be provided. It is the Contractor’s responsibility to request and schedule this training with the Government and ensure this mandatory personnel requirement is satisfied per the terms of the Contract at all times. Contractor shall further train their staff and retain/pass that knowledge to further new hire employees throughout the contract performance period.

At a minimum, all existing conditions and findings during performance of the maintenance service shall be entered

(including interpretations of inspections and maintenance results) in Maximo. Recommendations and rationale for correction of deficiencies shall be provided.

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

Upon authorization and notification by the COR, the Contractor may be responsible for utilizing government furnished Personal Digital Assistant – handheld devices to input the maintenance data into the MAXIMO

7.5 database system.

12 Boiler Plant Maintenance Contractor shall provide the following boiler plant PM services at the PH&RP.

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

The Contractor shall perform boiler plant PM services for six (6) boilers which shall include but not limited to burner mechanism, burner management system, boiler feed water controls, boiler Flue Gas Recirculation (FGR) fans and Force Draft fans, economizers, soot blowers, breaching, mud drum heaters, the combustion control system, annual pressure vessel inspections, annual safety certifications, Boiler plant transmitters, etc.

Annual Preventative Maintenance:

Burner Mechanism At a minimum, the Contractor shall remove the burner wind box access door and inspect all interior dampers and linkage. Lubricate bearings and examine linage pins and arms for excessive wear or improper movement. Manually operate dampers through their full range while observing and documenting any signs of binding, slipping, excessive wear or other faults. Make adjustments as required for proper operation. Remove boiler access door to permit entry to the boiler furnace. Inspect furnace side burner assembly. Examine diffuser assembly for proper orientation and clear orifices of fouling material. Examine natural gas nozzles for proper location, placement, condition, and security.

Observe and document any signs of fatigue. Inspect burner throat for tightness and fatigue condition of refractory material. At the burner front remove gas pilot assembly from the burner housing and dissemble. Inspect and clean igniter insulator, conductor wires and gas orifices, clean all parts for wear. Clean all parts and reassemble unit. Disassemble fuel/oil steam atomizer and thoroughly inspect unit. Replace steam and oil tube "O-rings" and check housing seals. Inspect and document nozzles and sprayer plates for wear.

Clean all parts and reassemble unit. On the wind box, inspect and document the forced draft fan for proper belt tension and belt wear, and lubricate fan shaft bearings. Adjust fan belt tension; check deflection and tolerance, and replace belts as required for proper uninterrupted operations. Inspect the fan inlet vortex damper for the adequate lubrication and excessive wear of the drive gears. Inspect fan wheel for build-up of material and remove build-up from the fan blade that could reduce capacity or cause wheel imbalance. Balance the fan if required. Inspect and lubricate main jackshaft bearings and all connecting ball joints. Look for excessive wear in the parts, and replace them as required. Inspect the force fuel-gas fan for proper belt tension, belt wear, and proper operation of the isolation damper mechanism. Clean the unit. Lubricate fan bearings and adjust belt tension as required for proper operation.

Burner Management System – The Contractor shall:

At a minimum, test the burner management system for proper operation. During the inspection and testing, the Contractor will monitor the operation of the digital programmer to assure its operations are consistent with the intended safety sequence. After each inspection, the Contractor shall provide a flame Safeguard check report that must be attentive to the testing of each flame scanner ultra-violet detector to ensure it functions properly.