Draft Pentagon Memorial PWS - 1-10-24.pdf

PERFORMANCE WORK STATEMENT (PWS)

Pentagon Memorial Facilities Operations and Maintenance

Part 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide Pentagon Memorial Facilities Operations and Maintenance. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction:

1.1.1 This is a combination fixed price and indefinite quantity contract to provide operation and maintenance services including repairs for the Pentagon Memorial located on the Pentagon Reservation (see Attachment J-C1, Boundaries and Layout Map).

1.1.2 The contractor shall provide all labor, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, management, and other items and non-personal services necessary to perform operations and maintenance, preventative maintenance, service calls, and repairs (minor and major) for all equipment, systems, facilities, and grounds designated to the Pentagon Memorial site as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background:

1.2.1 The Pentagon Memorial is a site dedicated to the 184 victims of the 9/11 attack on the Pentagon.

The focus of the Pentagon Memorial Park is 184 memorial units. Each memorial unit is dedicated to an individual victim. The memorial units are arranged as a timeline of the victim's ages ranging from 3 to 71 years of age. The western edge of the site is defined with an "age wall" that grows an inch in height relative to the age represented by the rows of memorial units.

The memorial includes extensive landscaping.

1.2.2 The contract management for this effort will be accomplished by the Pentagon Reservation Engineering Operations (REO) Branch of the Facilities Operations Group (FOG). The Facilities Operation Group manages all facilities on the Pentagon Reservation. The FOG is under the Facilities Operations and Services Division (FOSD), Facilities Services Directorate (FSD) of the Washington Headquarters Services (WHS). FOG’s REO Program will serve as the primary Government point of contact for this contract and will provide a Contracting Officer Representative (COR).

1.3 Objectives: This contract will provide operation and maintenance services including repairs when needed for the Pentagon Memorial site and all associated equipment; located on the Pentagon Reservation. (See Attachment J-C1, Boundaries and Layout Map).

1.3.1 As a memorial, the site must be kept in an “Exceptional Appearance” condition during Standard

Hours of Operation; hours based on Eastern Standard Time (8:00am-8:00pm) or Daylight Savings Time (8:00am-10:00pm), 365 days per year (includes all holidays and weekends). The same conditions shall be met for special events regardless of time. As a park, the mechanical systems, electrical systems, illumination system, water flow systems, and landscaping present further challenges as a consequence of the design recognition the memorial gives to each of the 184 individual units. Given the patriotic and emotional significance and the high public visibility of this memorial, special care is required to assure that all aspects of the memorial function with a high degree of mechanical reliability and visual presentation.

1.3.2 Visitors. Although difficult to predict, visitor volume may range from individuals to several bus loads arriving at one time. The most frequent period of visitation is anticipated to be during Standard Hours of Operation. During this period, it is paramount that the Memorial’s appearance is “Exceptional” and all systems function as designed.

1.4 Scope: This contract encompasses all activities associated with the operations, maintenance and repairs of the two-acre Pentagon Memorial. Attachment J-C2 provides a list of the Pentagon Memorial equipment and systems to be maintained under this contract. The inventory is illustrative of the types of equipment and systems to be maintained under this contract. During the life of the contract, individual pieces of equipment or complete systems may be replaced. The Contractor is responsible for replacement of equipment and systems. The Pentagon Memorial is a unique structure serving as a work of art, a memorial of significant emotional power, and a functioning park with landscaping and moving water features. Each of these aspects presents major challenges to the performance of this contract. In combination, they require considerable orchestration of contractor resources coupled with a deep sensitivity to the significance of the memorial and the concerns of victims’ families and the general public.

1.4.1 As a work of art, the maintenance and repair requirements demand special care because of the construction materials, e.g., granite, stainless steel.

1.4.2 The most visible memorial systems, and consequently those requiring the most intensive management, are the fountain system including: water pumps, filter system, water treatment system and ancillary components that assure quality water flow through the individual memorial units and the memorial park illumination system.

1.4.2.1 The nature of the required services is well within the abilities of typical maintenance and repair journeymen electricians, plumbers, and other mechanical tradesmen. However, the performance of this contract requires additional expertise and extensive experience maintaining and fine-tuning illuminated fountain systems.

1.4.2.2 Essentially, this is a memorial with 184 “fountains” in the sense that each individual memorial unit houses illumination and a pool of circulating water. In addition, there are landscape irrigation systems as well, but these are not of unusual design.

1.4.2.3 The central maintenance issue is the sheer number of separate, yet functionally related, individual memorial units to be maintained. In addition, the memorial’s systems are vulnerable to a variety of visitor and natural disruptions. For example, there are 184 pools with two water jets each to sustain the motion of the water across the pool. The jets are vulnerable to clogging, the pools are susceptible to the collection of debris and algae growth, the water basins are subject to staining, non-functioning light bulbs require replacement, and natural debris as well as visitor memento items may clog drains and filters.

1.4.2.4 Illumination is a key architectural aspect of the memorial and, as such, requires constant surveillance to assure all lighting fixtures are functioning properly.

1.4.2.5 All system disruptions and visual blemishes must be addressed in a timely manner in order to preserve the overall “Exceptional Appearance” of the memorial as envisioned by its designers and expected by the victims’ families and the public.

1.4.2.6 In addition, an underground equipment control center (ECC) contains circulation pumps, sump pumps, electrical distribution systems, air-conditioning units, water heaters, water treatment system, controls system and a large water reservoir. Maintaining these systems requires a preventive maintenance program, predictive maintenance programs and repair capabilities.

1.4.3 Aesthetics. The nature of the work required to maintain memorial cleanliness and orderliness are well within the abilities of the typical laborer. Principle duties are keeping the park free of litter, raking the gravel areas to ensure smoothness and desired thickness, removal of gravel from unit pools, polishing metal surfaces, cleaning stone faces, cleaning pavers and assuring the pools remain clean and clear. However, again, the sheer size, number, and physical arrangement of these areas present a supervisory and quality control challenge. Maintaining an “Exceptional Appearance” condition of the memorial presents the most immediate and continuous contractor objective. The contractor effort is further complicated by the requirement to honor the privacy of visitors to the memorial. To that end, while considerable effort must be ongoing, it must be accomplished in as unobtrusive manner as possible. Therefore, the contractor must balance the urgent requirement to perform maintenance, repair, and cleaning tasks with the equal need to maintain the lowest possible profile so as not to disturb the solemnity of visitors to the site. It goes without saying that the conduct of the workforce must be ever mindful of the emotional significance of the memorial and the sensitivity of visitors, especially family members.

1.4.4 Fountain Water Treatment System. The most important aspect of the 184 “fountains” requiring the most intensive management is the water treatment system. The treatment initiated must be one that has been specifically formulated for each system and performed by a qualified Water Treatment Specialist in compliance with Groundwater, Storm water and Fountain Systems Operation and Maintenance Manuals and the terms and conditions of the EPA National Pollutant Discharge Elimination System (NPDES) permit.

1.4.5 Cleaning Precautions. As a unique artistic structure, aspects of this memorial require specialized maintenance and repair techniques. Certain cleaning materials may permanently damage or mar surfaces. The design itself will present unique maintenance and repair challenges, e.g., the large number of memorial units. The cleaning and maintenance of the granite surfaces and the stainless-steel surfaces require special products and techniques. The contractor’s proactive supervision of these key tasks is essential to avoid expensive damage to the memorial. Following contract award the Government will provide the Contractor with the current warranty information, safety data, approved cleaning lists, methods, and materials to include the Pentagon Memorial System Operations and Maintenance Manual (SOMM) as provided to the Government by the construction contractor.

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

Begin Date End Date Base Year August 1, 2024 July 31, 2025 Option Year 1 August 1, 2025 July 31, 2026 Option Year 2 August 1, 2026 July 31, 2027 Option Year 3 August 1, 2027 July 31, 2028 Option Year 4 August 1, 2028 July 31, 2029

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures their work complies with the requirement of the contract. Within thirty (30) calendar days of contract award, the Contractor shall develop and maintain a QC plan to actively identify and correct performance failures for all work performed under this contract. The QC plan must identify resources and include procedures to maximize quality and ensure completion of each task during the established period of performance. The Contractor’s organizational structure for its QC process shall be established in a manner that minimizes potential conflicts of interest between the offeror’s personnel (or subcontractors) that performs the PM work and the personnel that will inspect the PM work. Three copies of a comprehensive written QCP shall be submitted to the KO and COR within five (5) working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the Contracting acceptance in writing of any proposed change to their QC system.

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

1.6.2.1 The contractor must comply with the Government’s quality assurance plan.

1.6.3 Recognized Federal Holidays: The contractor is required to be onsite Monday thru Friday including Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

New Year’s Day January 1 Martin Luther King Jr.’s Birthday the third Monday in January President’s Day the third Monday in February Memorial Day the last Monday in May Juneteenth National Independence Day June 19 Independence Day July 4 Labor Day the first Monday in September Columbus Day the second Monday in October Veterans Day November 11 Thanksgiving Day the fourth Thursday in November Christmas Day December 25 Inauguration Day Jan 20 or Jan 21 (Every four years, only for contractor staff required to perform on site services in the NCR)

Other days deemed holidays by Executive Order or other Presidential Directive.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00am-8:00pm, Eastern Standard Time (EST) or 8:00am-10:00pm, Daylight Savings Time (DST), 365-days per year (includes all holidays and weekends). The same shall be met for Special Events regardless of time. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4.1 Standard Hours of Operation: Although the memorial is open to the public 24 hours a day, 365 days a year (including holidays and weekends) the Standard Operating Hours are projected to be between the hours of Eastern Standard Time (8:00am-8:00pm) or Daylight Savings Time (8:00am-10:00pm). The Contractor shall minimize activities during this period that would unnecessarily detract from visitor access and disrupt the solemnity of the memorial site.

1.6.4.1.1 The Contractor shall minimize activities during this period that would unnecessarily detract from visitor access and disrupt the solemnity of the memorial site.

1.6.4.1.2 The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

1.6.4.1.3 When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4.2 Non-standard Operating Hours: The Contractor may be required to perform during non-standard operating hours. Nonstandard operating hours are defined as the period from (8:00pm- 8:00am) Eastern Standard Time or (10:00pm-8:00am) Daylight Savings Time, 7 days a week, 365 days a year, including holidays and weekends.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the National Pentagon Memorial, on the Pentagon Reservation to include all associated equipment and facilities within the Memorial footprint.

1 N Rotary Rd, Arlington, VA 22202

1.6.6 Type of Contract: The Government intends to issue a Firm-Fixed Price Contract with one (1) Unpriced Purchase Order CLIN 000X.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have a NACI background investigation at time of the proposal submission and must maintain the level of security required for the life of the contract.

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

1.6.7.1.1 Law enforcement on the premises is provided by the Pentagon Force Protection Agency (PFPA). If any scenario arises in which law enforcement must be called, the Contractor shall contact the Pentagon Police Operations Center (POC), and subsequently alert the COR.

1.6.7.2 Access:

1.6.7.2.1 Vehicle access to the Pentagon Memorial is restricted. The requirement to pass through security checkpoints may introduce significant contractor delays in accessing the work site. The contractor will be allotted 1 parking slot for a standard sized work vehicle on the Pentagon Reservation. Temporary parking requests to support scheduled events will be handled by the COR on a case-by-case basis. These two considerations may significantly impact contractor work planning. The Contractor shall contact the COR 7 days in advance and provide landscaping or other truck and employee information so temporary access can be arranged as needed.

1.6.7.2.2 Entry Control Point: The hours for the Entry Control Point are Monday-Friday 5am-5pm and closed on weekends. Access on weekdays 5pm-5am and weekends must be provided in writing to the COR (7) days in advance to meet Pentagon Force Protection Agency (PFPA) security requirements.

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

1.6.7.3.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

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

1.6.7.4 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan. No combination locks shall be utilized under this contract unless expressly permitted by the COR.

1.6.7.5 The contractor must abide by all temporary access requests and protocols as the need arises.

1.6.7.6 All locks and keys shall be turned over to the Government at the end of the project.

1.6.8 Special Qualifications:

1.6.8.1 Any work that is required by code to be performed by licensed professionals must be done by persons holding an active license to complete the work required.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (KO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance.

At these meetings the KO will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. The contractor is responsible for taking meeting notes and providing a copy to the COR and KO within 3 working days after the meeting.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies;

coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Personnel Requirements: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO.

The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.11.1 The following personnel are considered key personnel by the government:

1.6.11.1.1 Project Manager: The project manager is to serve as the main point of contact for this project and shall be responsible for the performance of the work. They need to have minimum 10 years of experience in project management directly related to building Operation and Maintenance functions. The candidate must be able to communicate professionally and effectively and will serve as the main point of contact for the Government and any external functions. The candidate must be proficient with Microsoft Office and generating necessary reports under this scope of work. A resume must be provided to the government with education and work history of the candidate for Government approval. A high school diploma is required; a college degree is preferred. Past experience must include maintenance and repair of electrical power supply systems, water pumps, filter system, water treatment systems, and ancillary components that support large illuminated fountain systems with a minimum contract dollar value of $500,000.00.

1.6.11.1.1.1 The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available 365 days of the year, 24/7.

1.6.11.1.2 Assistant Project Manager/Site Foreman: The assistant project manager will serve as the alternate Project Manager for all duties and qualifications outlined above. They need to have minimum 5 years of experience in project management directly related to building Operation and Maintenance functions. A resume must be provided to the government with education and work history of the candidate for Government approval. The candidate must be proficient with Microsoft Office applications and hold at minimum a high school diploma.

1.6.11.1.3 The contractor shall submit resumes to the COR and the KO for approval when there is a change in Key Personnel.

1.6.11.1.4 Key Personnel listed above shall be responsible for the performance of all work under this contract. Manage all maintenance, emergency repairs, service calls and other related activities required by this contract; lead the on-site technical team and serve as technical point of contact for the performance of this contract. The Key Personnel shall be available for all weekly meetings. The Contractor Key Personnel and alternates must be fluent in English.

1.6.11.1.5 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor is required to wear company issued uniform and wear Common Access Card (CAC) during the performance of this contract.

1.6.11.1.6 Uniforms: The Contractor shall require its employees, supervisors and sub-contractors to wear distinctive uniform clothing, safety shoes and shall assure that every employee is in uniform upon contract start date. Employees shall wear neat and professional uniforms consisting of shirts, pants, jackets, and hats as appropriate. The uniform shall have the Contractor’s name, easily identifiable, permanently attached above the waist. The color or color combination of the Contractor’s uniforms worn on the Pentagon Reservation shall be approved, in advance, by the COR. Unless the performance of a particular task requires otherwise, the Contractor’s employees shall maintain an appearance that is neat and clean, and reflects favorably upon both the Contractor and the Department of Defense.

1.6.11.1.7 All personnel shall be able to pass a background check and gain appropriate badging to work on the Pentagon Reservation. If a candidate fails to pass the necessary background check, they must be denied employment of any sort on the contract.

1.6.11.1.8 Contractor personnel are required to at all times display their badge visibly on their person when on the premises.

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

1.6.13 Entry Control Point: The hours for the Entry Control Point are Monday-Friday 5am-5pm and closed on weekends. Access on week days 5pm-5am and weekends must be provided in writing to the COR (7) days in advance to meet Pentagon Force Protection Agency (PFPA) security requirements.

1.6.14 On-site Technical Representative: An On-Site Technical Representative shall be present on-site during Standard Hours of Operation and at all times when the contractor work is in progress. A Contractor Technical Representative shall be available telephonically 24-hours a day, 7-days per week, 365-days per year. The project manager or acting project manager may be considered the on-site technical representative.

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

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

1.6.17 Data Rights:

1.6.17.1 Any and all documentation generated under this contract by the contractor or subcontractors is the property of the Government

1.6.17.2 No information can be shared with third party organizations or individuals without permission from the Government.

1.7 Environmental Information

1.7.1 Environmental Management: In order to comply with DoDI 4105.72 Procurement of Sustainable Goods and Services, the Government requires the use of environmentally preferable products and services. These program elements include: recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products (EPP). More information on these requirements can be found on the Sustainable Facilities Tool website (https://sftool.gov/greenprocurement/dod).

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

1.7.1.2 Environmentally Preferred Products (EPP): The Contractor shall meet or exceed the mandatory environmental preferable criteria and required consistencies and incorporated in the Contractor’s Stewardship Plan as specified in paragraph 1.7.3 for all of the chemical cleaning-products used during the performance of the contract.

1.7.1.2.1 The Contractor shall submit to the COR a list indicating the name of the manufacturer and the intended use of each of the materials proposed for use in the performance of this contract.

The Contractor shall not use any materials, chemicals, or compounds which are not recommended by the equipment manufacturer or the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied or, as might be the case for such items as paper or soap products, unsatisfactory for use by Government.

1.7.1.2.2 Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

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

1.7.3 Management and Environmental Stewardship Plan (MESP): Within 10 days after contract award the Contractor shall submit a MESP for approval by the Contracting Officer.

The Contractor shall make such revisions to the MESP as are deemed necessary by the Contracting Officer. The MESP will be reviewed and updated annually, and as required by the Contracting Officer. The Contractor shall include in the MESP:

https://sftool.gov/greenprocurement/dod http://www.greenseal.org/findaproduct/index.cfm

1.7.3.1 Their written policy stating its commitment to environmental management, employee health and safety, and the use of environmentally preferable products.

1.7.3.2 The establishment and facilitation of a Stewardship Task Force to be composed of Contractor and Government representatives to convene quarterly at minimum, to review all aspects of performance involving specific undertakings of this MESP.

1.7.3.3 A comprehensive list of materials, their associated label and MSDS, and the intended purpose of each material to be used on this contract. Once this materials list is approved by the Contracting Officer, the Contractor shall only use materials from this list in the building. Any alternative material must be approved in writing by the Contracting Officer.

1.7.3.4 A plan of how it will keep abreast of the development and increasing availability of EPP and how EPP products will be incorporated into contract performance.

1.7.3.5 A plan of how it will conform to the Comprehensive Procurement Guidelines (CPG) published by EPA with respect to recovered material products. The Contractor shall update its MESP to accommodate CPG revisions. The Contractor shall estimate the quantities of recycled-content and EPP that shall be purchased during the term of this Contract.

1.8 Contract Reporting Requirements

1.8.1 Preventive Maintenance (PM) Program Plan: The Contractor shall develop and implement a PM program which addresses preventive maintenance, inspection and testing, repairs, major repairs and service call responses to the Pentagon Memorial. The PM program shall result in maximizing the useful life of the equipment, eliminate or minimize down time, and ensure operating equipment is performing safely at peak efficiency based on the manufacturer’s specifications. The intent of the PM program is to provide routine maintenance services and inspections that permit the early detection and correction of components which, if deficient or defective, would: (a) interfere with normal operation of the equipment; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the Contracting Officer’s Representative (COR) and the Contracting Officer (CO) as an indication of unsatisfactory performance by the Contractor.

1.8.1.1 The PM program Plan shall include all inspection, testing, adjustments, and maintenance items necessary to ensure that each piece of equipment and associated components comply with applicable manufacturer and industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved System Operating and Maintenance Manuals (SOMMs) for the equipment. If the Contractor finds a defective part or equipment component while performing maintenance activities, the Contractor shall contact the COR and proceed as detailed below.

1.8.1.2 If the total cost of the defective part or component is less than $2,000, the contractor shall inform the COR verbally and in writing and proceed with the replacement.

1.8.1.3 If the total cost of the defective part or component is more than $2,000, the Contractor shall immediately notify the COR and the CO in writing. The Contractor shall develop and submit a written cost proposal to the CO for his/her approval. No work with a total cost greater than $2,000 shall be performed without the CO’s written approval.

1.8.1.4 Within thirty (30) calendar days of contract award, the Contractor shall submit to the

Government for approval, a finalized PM program plan for the base and all option years. The PM program plan shall include the following elements:

1.8.1.4.1 Job Plans: The Job Plan is a compilation of all the activities associated with the maintenance of a piece of equipment as recommended by the equipment manufacturer. No later than thirty

(30) days after contract award, the Contractor shall submit to the Government for review and approval a comprehensive Job Plan for each of the equipment types under this contract. Once approved, the Job Plans will be uploaded by the Government into the Maximo database and shall constitute the primary document for the Contractor to use for conducting, inspecting and documenting PM activities.

1.8.1.4.2 Schedule: The schedule shall include all equipment within the scope of this contract and shall identify all activities projected to be completed during the year for each piece of equipment.

1.8.1.4.3 Annual PM Schedule: No later than thirty (30) calendar days after contract award, the

Contractor shall use the Maximo database to generate a yearly Preventive Maintenance schedule, which shall be provided to the Government for review and approval. The schedule shall be organized by month and shall detail the tasks required to be performed monthly, bi-monthly, quarterly, semi-annually and annually for each piece of equipment for the entire year. The schedule shall clearly identify the PM completion date for each piece of equipment.

All monthly scheduled PM work shall be associated with a PM work order. The Contractor shall update and complete each work order in MAXIMO within the month scheduled. The Contractor shall also provide a monthly schedule of the work to be performed during the following month. Once approved, the Contractor shall adhere to the schedule in order to facilitate the inspection of the work by the Government. Any proposed changes to the approved schedule must be coordinated with the COR and submitted to the Contracting Officer for approval.

1.8.1.4.4 The Contractor shall use the Maximo database to generate Preventive Maintenance (PM) work order tickets for all the PM activities required under this contract. The Contractor shall ensure the database is kept up to date by updating the work order status to work complete after completing each preventive maintenance and repair. The Contractor shall identify in Maximo the work orders, either PM tickets or Service calls that have been inspected in accordance with the QC plan. The Government will provide the Contractor with a computer that interfaces with the Maximo system for the Contractor’s daily use.

1.8.1.4.5 Maintenance Procedures: The PM plan shall contain detailed description of procedures for documenting maintenance and repairs performed; document history of equipment and components; and provide a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract. The Contractor shall also include contingency plans in case any unexpected problem/failure occurs that could affect/impair any equipment for a period of time longer than 24 hours.

1.8.1.4.6 The Contractor’s PM plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project System Operation and Maintenance Manuals (SOMMs), Pentagon standards and procedures, and acceptable industry practices, as approved by the Contracting Officer. All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material operation and maintenance manuals so that all warranties remain in effect for the term of this contract. When there are one or more codes/standards with varying requirements, the most stringent requirements shall apply.

1.8.2 Monthly Reports: The Contractor shall use the Maximo database to generate and submit a monthly report of all the work performed to the Contracting Officer’s Representative (COR) no later than the 5th working day of the month following the month being reported. The report shall fully record the results of all scheduled and unscheduled maintenance and inspections.

The report shall also include date of service, name of technician, and that the equipment or specific component was checked and the final condition noted.

1.8.3 Operational Contingency Plans: Within thirty (30) calendar days of contract award, the

Contractor shall develop and maintain a plan for unplanned loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation, etc.); utilities curtailment, and accidental spills of hazardous materials.

1.8.4 Staffing Plan: The Contractor shall submit a staffing plan that identifies all personnel expected to be employed in the performance of this contract after contract award according to the Deliverable Schedule. Additionally, the plan shall identify key personnel (Project Manager and Alternate Project Manager/Site Foreman) along with Grounds Maintenance Technicians, contact information, and descriptions of roles and responsibilities for each staff member.

1.8.5 Memorial Operating Plan: The Contractor shall submit to the COR for approval a

Memorial Operating Plan not later than 10 working days after contract award. The detailed Memorial Operating Plan shall contain the operating and maintenance procedures for all major equipment and systems; establish procedures for documenting the operating, maintenance and repair history of equipment and systems; and provide a centralized reference to the schedules, reports, personnel responsibilities, and approach to the work under this contract. The Memorial Operating Plan shall include, but is not limited to:

1.8.5.1 Operation, maintenance, and repair records. The contractor shall maintain an equipment file in hard copy and in electronic format for each piece of equipment listed as a part of the MAXIMO system. The contractor shall daily fill out an Operation Logbook that lists equipment currently operating, problems occurred, and PM performed.

1.8.5.2 Maintenance schedules, procedures, and guides.

1.8.5.3 Monthly Preventative Maintenance Reports.

1.8.5.4 Service Call procedures and weekly reports to COR.

1.8.5.5 Repair procedures for all systems.

1.8.5.6 Water treatment plan and initial water treatment analysis and report.

1.8.5.7 Pest Management Plan web link will be provided to contractor by COR upon completion of information assurance training.

1.8.5.8 Grounds Maintenance and Landscaping Materials Schedule.

1.8.5.9 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.

1.9 Records and Reports

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

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

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 BOCC. The Building Operations Command Center (BOCC) is the primary location for the

Pentagon Building Management Office to monitor all facility infrastructure systems and provide customer care functions. The BOCC acts as a customer call center and produces work orders for Pentagon renovation services. This service is provided 365 days a year 24/7 and routed accordingly.

2.1.2 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.3 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 EMERGENCY. A situation requiring immediate action to eliminate hazards to personnel or equipment, to prevent loss of or damage to property, or to restore essential services or functions that have been disrupted.

2.1.8 EMERGENCY SERVICE CALL. Requires immediate response after receipt, Contractor on-site within two (2) hours. Response requires continuous work without interruption to arrest the condition before departing the job site. If further labor and material is required to complete the service call, the work will be completed within the time requirements of a routine service call.

2.1.9 EXCEPTIONAL APPEARANCE. Physical appearance consistent with that anticipated for a memorial dedicated to the victims of the 9/11 attack on the Pentagon. The contractor will maintain a performance standard that reflects an appreciation of the visual and performance expectations of memorial visitors, especially family members. This extends to the general appearance of the memorial with particular emphasis on the individual memorial units. While not requiring perfection, the effort to produce this end result is characterized by an on-going activity to remove imperfections visually obvious to the casual observer and that would be negatively viewed as a sign of lack of care or disrespect and surpassing what is common, usual, or average. Efforts to produce this “exceptional appearance” condition should be especially evident during Standard Hours of Operation.

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

2.1.11 INSPECTION SYSTEM. The Contractor’s system of controlling the equipment, systems, or services to insure that requirements of the contract are met. The Contractor is responsible for meeting requirements without Government assistance.

2.1.12 MAINTENANCE SERVICES. Preventive maintenance, tours, watches, service calls, and minor repairs to Memorial operating equipment and systems. The day-to-day, periodic, or scheduled work required to preserve real property or equipment to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage and/or failure that otherwise would be more costly to restore.

2.1.13 MAJOR REPAIR. Repairs with estimated costs from $2,001 to $300,000 (labor and material). Major repairs may be acquired under the indefinite quantity portion of the contract. Major repairs are subject to the Davis-Bacon Act.

2.1.14 MAXIMO. Computerized Maintenance Management System that enables service call data tracking and Building Operations and Maintenance tracking of equipment and reporting information related to service calls, preventative maintenance, repairs, and work order requests from receipt to completion.

2.1.15 MINOR CONSTRUCTION. New construction work ordered under the indefinite quantity portion of this contract with an estimated cost from $2,001 to $300,000 (labor plus material).

Minor construction work is subject to the Davis-Bacon Act.

2.1.16 MINOR REPAIR. The estimated cost of repair is $2,000 or less (labor plus material).