HSBP1011R0042 Attachment 1 - PWS

U.S. Customs and Border Protection

Systems, Accountability and Sustainment Division Preventive Maintenance Program for the Northwest Border

PERFORMANCE WORK STATEMENT

September 6, 2011 (revision 1)

PERFORMANCE WORK STATEMENT (PWS)

U. S. Customs and Border Protection

Systems, Accountability and Sustainment Division Preventive Maintenance Program for the Northwest Region

PERFORMANCE WORK STATEMENT

C.1. INTRODUCTION

C.1.1. PERFORMANCE OBJECTIVES

C.1.1.1. Optimum longevity of all Department of Homeland Security (DHS) U.S. Customs and Border Protection (CBP)-owned and directly leased facilities’ equipment and systems through a well-managed preventive and repair maintenance program.

C.1.1.2. A rapid, smooth transition from contract start to full operational capability, including good faith resolution of pre-existing contract deficiencies and other required reconciliations.

C.1.1.3. Strict compliance with a combination of GSA, industry and manufacturer- recommended standards for scheduled preventive maintenance (PM) or other Government approved standard of equal or higher level.

C.1.1.4. Accurate diagnosis and prompt resolution of equipment (including systems) problems identified through PM, remedial maintenance, or contractor-initiated, proactive inspections, testing and exercising.

C.1.1.5. An aggressive contractor (further in the text referred to as “the Contractor”) quality control program that emphasizes on-going systematic analysis of potential problems so as to reduce the probability of future equipment or system failures.

C.1.1.6. Contractor independent performance consistent with the need to keep the Contracting Officer’s Technical Representative (COTR) informed of current status of equipment and systems, inclusive of anticipated service interruptions, and other vital information.

C.1.1.7. Maximum customer satisfaction through prompt, courteous resolution of customer concerns.

C.1.1.8. Government-contractor relationship characterized by mutual trust and support. Work will be conducted on a collaborative, shared-mission basis.

C.1.2. BACKGROUND

C.1.2.1. CBP is responsible for managing, securing and controlling the nation’s border. Its primary mission is keeping terrorists and their weapons out of the U.S. It also has a responsibility for securing and facilitating trade and travel while enforcing hundreds of U.S. regulations, including immigration and drug laws. To carry out these responsibilities, CBP operates, occupies and maintains within its Facility Management and Engineering (FM&E) Directorate numerous facilities, including ports of entry.

C.1.2.2. FM&E plans, delivers, sustains, and disposes of the facilities and infrastructure required to support CBP operational missions and goals. FM&E’s vision is to be a trusted and a recognized provider of effective and efficient facilities. The FM&E’s strategic goals are to: (i) deliver real property and infrastructure solutions across all phases of the facilities life cycle; (ii) manage Government resources in a responsible, efficient and cost-effective manner, and (iii) develop strength within FM&E organization.

C.1.2.3. The Real Property Sustainability Branch coordinates preventive maintenance efforts for CBP’s facilities under its upcoming Preventive Maintenance Program (PMP). FM&E operates 222 fully-owned and direct lease operated facility locations/campuses across the United States, of which 31 fully-owned and direct lease operated Facility locations/Campuses and 94 buildings or facilities (amounting to approximately 403,477 square feet) are in the Northwest Region. Currently the Northwest region is comprised of facilities within the States of Montana, North Dakota, Minnesota, Idaho and Washington. CBP reserves the right to adjust the region makeup as needed. The Northwest Border will be referred to as “Northwest Region” within this document. Approximately 90% of the building equipment has been identified on Attachment 1b.

C.1.2.4. With the implementation of the Northwest Region Preventive Maintenance Program (PMP), CBP will continue its effort to enter into regional preventive maintenance contracts that will eventually encompass all owned / DLO facilities nationwide. The contracts will be organized by region, in the best interest of the Government. The other regional contracts will be separate and independent of this contract.

C.1.3. STATEMENT OF NEED (SCOPE)

C.1.3.1. General. This contract includes all labor, supervision, tools, materials, parts, equipment, transportation, licenses, permits, certifications and management necessary to provide for all PM, remedial maintenance and repairs for CBP facilities in the Northwest Region.

C.1.3.2. Quality Control Plan (QCP) to be developed by the Contractor and subject to the approval by the COTR, shall be incorporated in this contract and shall detail the levels of performance; administrative and management, equipment validation, personnel, background and clearance procedures and preventive maintenance and repair services. Please see Section C.5 for evaluation factors/ relevant standards, performance measures and incentives and disincentives.

C.1.3.3. Scope of Services and Prioritization. As part of the fixed-price portion of the contract, the Contractor shall provide PM work for all facility equipment as described in Sections C.1.3.3.3 to C.1.3.3.5. The base contract year shall include 2 months of Transition-In services and 10 months of Preventive Maintenance services. Subsequent option years shall include 12 months of Preventive Maintenance services. The Transition-In service is fixed-price as is described in Section C.1.3.3.2.

C.1.3.3.1. In addition to equipment preventive maintenance, the contract may require the Contractor to maintain and repair building systems within CBP facility locations. This work would be accomplished via task orders.

C.1.3.3.2. Transition-In Services.

C.1.3.3.2.1. Equipment Validation. The Contractor shall visit each facility location listed in Attachment 1A and perform an inspection of the facilities to verify the listed equipment exists and shall identify any equipment that is missing from the list. The Contractor shall provide the Government a comprehensive Equipment Validation Report which lists all equipment by facility location. The report shall also include equipment/system description; specifically identify equipment missing from CBP’s inventory; manufacturer, manufacturer’s model number; brand name, date manufactured, capacity, style, condition, recommended repairs, installed location within the building/site; facility location including city and state; recommended PM tasks & schedule; and all manufacturer’s literature; warranty information, and maintenance operator and parts list manuals. This information, inclusive of pictures, is to be entered by the Contractor and stored within the contractor furnished computer maintenance management system (CMMS)/web-based tracking system. The contractor shall provide and affix barcode labels to each piece of equipment for tracking and incorporation into the CMMS. Barcodes applied to exterior equipment shall be able to withstand extreme weather conditions without affecting their usability. CBP will provide a range of barcode numbers for the contractor to use. Any equipment listed on Attachment 1b that is unable to be located will be reported to CBP. The report shall be provided within seventy-five (75) days of contract award.

C.1.3.3.2.2. Mobilization. This phase of the Transition-In Services includes, but is not limited to, preparation for and attendance at the kick-off meeting, plan and report preparation as detailed in section C.5.3, implementation of the CMMS (section C.1.5), subcontractor coordination, participation in weekly coordination meetings, and coordination with facilities listed in Attachment 1A. Refer to Section C.7 for further detail regarding the Transition-In phase.

C.1.3.3.3. Preventive Maintenance (PM). PM includes the care and servicing by Contractor personnel for the purpose of maintaining equipment and equipment controls in satisfactory operating condition by providing for systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects. The Contractor shall develop and implement a PMP for all equipment listed in Attachment 1B. The Contractor shall plan, schedule and perform PM services on all equipment listed in Attachment 1B. The Contractor will provide PM on a reoccurring basis and as identified by the original manufacturer’s recommendations, GSA or industry standard, whichever provides the higher standard of service to the Government. Equipment may be added or removed to the inventory via modification during the execution of the contract. Cursory inspections of building systems will be conducted by the Contractor as part of Preventive Maintenance requirement.

PM for residential housing units shall be performed on an annual and semi-annual basis for air conditioning and heating equipment, respectively. All other housing equipment shall be serviced as identified by the original manufacturer’s recommendations, GSA or industry standard, whichever provides the higher standard of service to the Government.

C.1.3.3.4. Preventive maintenance scheduling shall be proposed by the Contractor and subject to approval by the Government. Within seventy-five (75) days of contract award, the Contractor shall submit to the COTR a detailed PM program schedule (also known as “Preventive Maintenance Plan” (“PMP”) or “The Plan”). The Government shall review the PMP and approve or provide comments to the contractor within two weeks of receipt. During such time, the contractor shall execute the PM actions indicated on the proposed schedule so the necessary maintenance is not skipped. The Plan shall indicate each item of equipment that requires maintenance. The Plan shall also include the day of the week in which weekly or more frequent PM actions shall be performed, and the week and month(s) that all other PM actions shall be performed for the entire contract period. The Contractor shall maintain the Plan in a format so that the completion of each PM is clearly indicated in the Plan. Once approved by the COTR, the Contractor shall closely adhere to the Plan in order to facilitate the Government’s Quality Assurance Surveillance Plan (“QASP”). The Contractor shall schedule and perform annual and semi-annual PM and inspections for all equipment to coincide with the periods immediately prior to the heavy load seasons. If the Contractor finds it necessary to reschedule PM, the Contractor shall submit a written request to the COTR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PM date.

The contractor shall assume that Preventive Maintenance work has not been performed on the equipment listed in Attachment 1B. All HVAC equipment will need major cleaning prior to PM services. All quarterly, semi-annual and annual preventive maintenance work shall be performed during the base year, in addition to the monthly requirements.

C.1.3.3.5. Minor Repair (At or Below the Micro-purchase Threshold) includes all actions to diagnose equipment malfunctions and restore the equipment or system to normal operating condition that is beyond the scope of services performed under the preventive maintenance portion of this contract (Sections C.1.3.3.3 & C.1.3.3.4), valued below $2,500 per repair (for Service Contract Act (SCA) covered work) or $2,000 per repair (for Davis Bacon Act (DBA) covered work). When possible, the Contractor shall correct equipment deficiencies detected during PM prior to departing the job site. Minor repairs can be authorized in writing by either the COTR or the CO. Authorization must be issued by the COTR or CO prior to the contractor commencing the repair.

The estimated amount of minor repair for all OBP and Mission Support Housing (MSH) locations are detailed in attachment 2 “Line Item Summary” of this contract. The full estimated amount for each period will be obligated at time of award and subsequent exercise of the option period(s). This amount is only an estimate and the contractor shall only invoice and be paid for work actually completed and properly approved by the COTR or CO. Any unused funds will be de-obligated from the contract at the conclusion of the period and shall be returned to the government.

C.1.3.3.6. Major Repair (Above the Micro-purchase Threshold) includes all actions to diagnose equipment malfunctions and restore the equipment or system to normal operating condition that is beyond the scope of services performed under the fixed price portion of this contract, valued at or above $2,500 per repair (for Service Contract Act (SCA) covered work) or $2,000 per repair (for Davis Bacon Act (DBA) covered work). The Government anticipates that the majority of remedial maintenance and repair tasks will be identified by the Contractor as a direct result of their PM work. However, the COTR shall advise the Contractor of any suspected problems and request an evaluation. Major Repairs will be solicited and awarded using the procedures set forth in Sections C.1.3.3.7 and C.1.3.3.8 of this PWS. Repair task orders subject to DBA valued $30,000.00 and $100,000.00 requires payment protections (see FAR clause 52.228-13, “Alternate Payment Protections”). Task orders issued by the Contracting Officer may only be modified by the Contracting Officer. Modifications will be accomplished by issuance of a formal modification (SF 30).

C.1.3.3.7. Procedures for Task Orders. The Government will issue a request for quotation (RFQ) or proposal (RFP) for each task order providing a preliminary scope of work, sketches and/or drawings if required, any applicable special considerations, and the required completion date. If a site visit is required, the Contractor shall contact the COTR within one (1) workday of receipt of the RFQ/RFP for the purpose of scheduling a site visit. During the site visit the Contractor and the COTR shall discuss the specifics of the requirement. After the site visit, the contractor shall prepare a price quotation or proposal, including submittals for approval, based on the following proposal submission schedule:

C.1.3.3.7.1. Price proposals shall be prepared using Microsoft Excel. All electronic files shall have the work request number, initials of estimator and date.

C.1.3.3.7.2. The Contractor’s proposal must be supported by necessary documentation to indicate that adequate planning to accomplish the requirement has been performed. Documentation might include, but is not limited to, catalog cuts, specifications, a preliminary schedule indicating mobilization, submittals, material lead times, performance, phasing, identification of subcontractors, etc.

C.1.3.3.7.3. Following receipt and evaluation of the Contractor’s proposal the Government has the option of:

(1) Performing the work using another contract and contractor or in-house forces;

(2) Issuing a task order to the Contractor without negotiations; or

(3) Contacting the Contractor to schedule negotiations.

C.1.3.3.7.4. If remedial maintenance or repair of equipment needs to be performed off-site, COTR approval, in writing, is required before equipment is removed from site. The Contractor shall comply with all applicable laws, regulations and requirements regarding over-the-road permits. The Contractor shall be responsible for obtaining all necessary permits required to transport Government-owned equipment to and/or from the repair facility. In the event of damage/wreckage to Government-owned equipment during transportation, the Contractor shall be liable for the total cost of repairs and/or replacement.

C.1.3.3.8. Pricing of Task Order Work. For remedial maintenance and repair task orders for labor and material at or above $2,500.00, the Contractor shall obtain a minimum of three written competitive quotes from firms that normally perform or are qualified to perform the work. Proposals for task orders shall include the following:

Description of work Labor Rate Hourly fringe benefit rate for the trade performing the job Cost per unit of material (direct/bare costs only) Description of proposed equipment Ownership/operating or rental rate of equipment (direct/bare costs only)

The contractor shall multiply the lowest priced proposal by the contractor’s co-efficient to calculate the total price of the work. Once a bilateral agreement between the Government and the contractor regarding the total cost for the work is reached, the final cost will be a firm fixed-price task order for the work described.

C.1.3.3.9. Performance Schedule. PM services shall be completed within eight (8) hours of scheduled services unless otherwise approved by the Field COTR.

C.1.3.3.10. Certifications and Permits. The Contractor and its employees will possess certifications that are required by state and local jurisdictions, as well as completion certificates for manufacturer-required training programs to ensure continuous warranty coverage. These may be required for the following positions: Contract Manager, Safety Manager, Quality Control Manager and Staff, and various Technical Personnel including but not limited to HVAC technicians, electricians, water/suppression operators, etc. The previous list of personnel is not intended to be all inclusive. The Contractor shall verify and obtain the required certifications, permits, etc. needed prior to the commencement of work.

Permitting and certification programs for the following equipment shall be included in the scope of service: generators, domestic water (storage, testing, supply and distribution), cranes, elevators, fire protection (sprinkler, alarm systems, etc.), septic, vehicle lifts, vehicle wash stations, boilers, backflow preventors and fueling systems (tanks, pumps, etc.). These programs shall comply with local regulations and includes, but is not limited to, the following:

· coordination with regulatory authorities

· inspection and testing as required

· payment of fees, including late fees if assessed as a result of the contractors action (or in action)

· documentation submission to regulatory authorities as required

· overall management of the program.

Permits and certifications shall be tracked within the contractor’s CMMS. Copies of the documents shall be posted, expiration dates tracked, regulatory bodies noted, along with recommended repairs from inspections.

C.1.3.4. System. This performance work statement emphasizes Contractor overall system maintenance responsibilities. The term “system” encompasses all ancillary parts required for the total system to properly function as intended and accomplish its purposes. Examples of systems that are to be maintained are building HVAC, HVAC control systems, building ventilation systems, air distribution systems, electrical, fire protection, domestic, sanitary, storm water plumbing systems, and stationary pressurized wash stations/systems.

C.1.3.4.1. While the contract does not call for reoccurring systems maintenance (except for the equipment listed in Attachment 1B), there exists an opportunity for the Contractor to conduct systems maintenance and repair work within this contract. All system maintenance and repair work, exclusive of the equipment listed in Attachment 1B, will be issued via task order in accordance with Section C.1.3.3.7, procedures for task orders issuance, of this PWS.

C.1.3.4.2. Systems work may include maintaining and/or repairing all building mechanical, plumbing, roofing, electrical and utility systems including air-conditions equipment and systems, air-handling/ distribution equipment and systems, domestic water equipment and systems, electrical equipment and indoor – outdoor lighting systems, heating equipment and systems, HVAC systems and energy management controls and monitoring equipment, sanitary sewage equipment and systems, fire suppression and alarm systems, elevators, storm drainage systems associated with the buildings and all above systems visible or hidden.

C.1.3.5. The major functional areas of this contract are PM, remedial maintenance and repairs, and the computerized maintenance management system (CMMS) for work orders and service calls.

C.1.3.6. Submittals. The Government reserves the right to require the Contractor to submit replacement parts and other items for approval prior to installation.

C.1.3.7. Work Orders (WO). The Contractor will generate a WO form (also known as a “work service ticket”) for all PM and minor remedial maintenance and repair service requests generated internally or by the Government. WO forms shall be posted on the CMMS and hardcopies shall be submitted to the COTR with the applicable progress payment. The COTR shall acknowledge receipt of all WOs. All WOs shall contain the information listed below and are subject to review by the government, as applicable to PM, remedial maintenance, repairs or alteration services, and shall be submitted with invoices as support documentation. WO shall contain the following:

· CBP Bar Code number, if applicable

· Job Order Number (JON)

· Date and time of service call notification and arrival at Government location

· Model, serial number, equipment type and location of the equipment involved

· For remedial maintenance, all replacement parts used by parts number, part name, quantity and cost per unit which shall be supported by actual supplier invoices, published price lists and/or proof of payment.

· Description of malfunction and work/service performed, and corrective action taken if action is a repair.

· Equipment hour meter reading and odometer reading.

· Legibly printed name of Contractor personnel who accomplished work.

· Contract manager’s signature and date certifying authenticity of work.

· Name, title and contact information of CBP personnel that can verify performance.

· Date of the test conducted to ensure that the proper operating condition of the equipment has been reached after maintenance has been performed (see Section C.1.3.8)

· Material costs and labor hours worked

C.1.3.8. Load Test and Certification. For all lift capable equipment, a selective inspection and either a load test or other appropriate proof test and certification shall be made after adjustment, repair, replacement, or alteration/modification of a load bearing or load controlling part or component. The load test or other appropriate proof test need only be performed where the adjustment, repair, replacement or alteration/modification if not performed correctly could result in dropping, uncontrolled shifting, or movement of the load. If holding strength is a function of the parts or components affected by the maintenance work, a load test and certification shall be performed per manufacturer’s recommendations. The Contractor shall maintain records on completed load testing and certifications and shall make available to the CO or COTRs for review on request. These records shall be held through the duration of the contract and turned over to the government upon termination.

C.1.3.9. Hours of Operations & Holidays. Government core duty hours are Monday through Friday, 0600 to 1800. Some emergency situations may require the Contractor to work outside core duty hours. These situations include, but are not limited to, disruption of services, e.g., unscheduled/scheduled outages scheduling of facility services, or contingency accidents/incidents, or other emergencies.

C.1.3.9.1.

CBP personnel observe the following days as holidays:

New Year's Day

Martin Luther King's Birthday

Presidents' Day

Memorial Day

Independence Day Labor Day

Columbus Day Veterans Day Thanksgiving Day Christmas Day

Any other day designated by Federal statute, by Executive Order or by the President's proclamation.

C.1.3.9.2.

When any such day falls on a Saturday, the preceding Friday is observed. When any such day falls on a Sunday, the following Monday is observed. Observance of such days by Government personnel shall not be cause for an extension to the delivery schedule or period of performance or adjustment to the price, except as set forth in the contract.

C.1.3.9.3.

Except for designated around-the-clock or emergency operations, contractor personnel will not be able to perform on site under this contract with CBP on holidays set forth above.

C.1.3.9.4.

The contractor shall submit a request for an outage or interruption of service/operation to the COTR at least fourteen (14) days prior to the proposed event. The request is subject to review and approval by the COTR.

C.1.3.10. Office Closures. Extreme weather conditions, other emergency situations, and other acts of nature (e.g. floods, earthquake) may warrant an office closure or a delay in normal operating hours. The Field COTR will inform the Contractor of the operating decision at least 8 hours prior to the scheduled PM action.

C.1.3.11.

Emergency Situations & Interruptions. The Contractor’s services may be interrupted for fire drills, or other emergency training exercises or classes in conjunction with the Evacuation and Emergency Program. The Contractor shall participate in the fire drills or other emergency training exercises or classes and such participation will be considered when assessing the Contractor’s performance quality level for the affected period.

C.1.4. Telephone Services. The Contractor shall provide a readily accessible telephone number for calls related to the execution of this contract that will be answered twenty four (24) hours/ seven (7) days per week.

C.1.4.1. Use of Government telephones / services is not included in the contract and is strictly forbidden.

C.1.4.1.1. Service call reception. The Contractor shall respond to calls from the COTR, authorized program management office, the Real Property Sustainability Branch or the Contracting Officer (CO). The Contractor shall provide a single contact telephone number for service calls. The Contractor shall receive calls at this number twenty four (24) hours per day, seven (7) days per week.

C.1.4.1.2. Calls during building core hours. The Contractor shall respond to service call requests during building core hours and shall classify each call in accordance with the Government’s call classifications in Section C.1.4.1.5.

C.1.4.1.3. Calls outside building core hours. The Contractor shall receive and classify service call requests directly from program management office staff outside of building core hours, on weekends and holidays. The COTR shall be contacted immediately on the next work day to determine the appropriate course of action.

C.1.4.1.4. Records. The Contractor shall maintain all service call, work order and maintenance repair records in its web-based tracking system. The Contractor shall provide the COTR an electronic copy of the service call log on a weekly basis. See Section C.5.3.3.3.

C.1.4.1.5. Service Call Classification. Calls shall be classified as (i) emergency calls, (ii) urgent calls, and (iii) routine calls. The contractor’s response time is measured from Task Order issuance, not identification of deficiency.

C.1.4.1.5.1. Emergency calls. Service calls shall be classified as an emergency call when the work consists of correcting failures, which constitute an immediate danger to personnel or threaten to damage property. Calls shall be considered received by the Contractor at the time and date the call is made to service call reception. The Contractor shall coordinate with the COTR immediately after receipt of an emergency service call, and upon approval from the COTR work continuously without interruption until the emergency condition is arrested and resolved.

C.1.4.1.5.2. Urgent calls. Service calls that interrupt or otherwise adversely impact building environmental and occupant operations shall be classified as urgent calls. The Contractor shall coordinate with the COTR within eight (8) hours after receipt of an urgent service calls, and upon approval from the COTR work continuously without interruption to complete the service call within seventy two (72) hours of approval.

C.1.4.1.5.3. Routine calls. Service calls shall be classified as a routine call when the work does not qualify as an emergency or urgent call. Calls shall be considered received by the Contractor at the time and date the call is made to service call reception. The Contractor shall coordinate with the COTR within seventy two (72) hours after receipt of a routine call, and work continuously without interruption to complete the service call within ten (10) business days.

C.1.4.1.6. Work Beyond Scope of Repair. If the Contractor responds to a routine service call and believes that the work required is beyond the scope of repair, the CO or COTR shall be notified within twenty four (24) hours. The Contractor shall provide a summary of the work and a detailed estimate showing labor hour and material requirements.

C.1.4.1.6.1. The Government may reduce the scope of work and issue a new service call if the CO agrees that the work required is beyond the scope of a service call. If the CO determines that the work falls within the scope of a service call, the Contractor shall complete the work at no additional cost to the Government.

C.1.5. Web-Based Tracking System/ Computer Maintenance Management System (CMMS). The contractor shall provide and maintain a web-based tracking system for use by contractor and government personnel. Primary objective of extensive usage of a web based tracking system is to standardize results, ensure data quality and integrity, and to provide a near real-time feedback on maintenance tasks and associated performance metrics. A web-based tracking system, subject to the approval of the Government, encompasses tracking and reporting information related to PM, remedial maintenance, repairs and alterations and work orders from receipt of service call to completion. It shall be able to receive, classify, identify, estimate, approve, schedule, track, analyze and report all work from inception to completion. Web-based tracking system shall include, at a minimum, the following information as data fields (see Section C.1.3.7 for a detailed breakdown of work order instructions): (a) the name & title of the Contractor employee performing the work; (b) work performed, including equipment name & number, parts used/replaced; (c) time / date performed & how long; (d) where the work was performed (Facility location/ campus or as referred within CBP as Business Entity (BE) and Building Unit (BU)), BE/BU number and common name, city & state) (e) name of CBP employee who can verify the work ; (f) name of the Contract Manager / Contract Personnel that has confirmed the work, (g) priority classification of the PM/repair (h) renewal dates for equipment / systems and (i) associated costs for remedial maintenance and repair actions. The work order tickets used in the field shall be uploaded within two working days of completion and include the name, date and signature of the designated CBP personnel who verified the work. Unscheduled outages shall be kept to a minimum. At no time shall outages of CMMS be longer than four (4) hours.

Permits and certifications shall also be tracked within the CMMS as detailed in Section C.1.3.3.10.

Introductory training shall be provided during the Transition-In Services (section C.1.3.3.2). It shall be web-based and provide a detailed sales type demonstration of the CMMS and its capabilities. This shall occur within 30 days of contract award. Two more in depth training sessions shall be held within 90 days of contract award. The sessions shall be geared toward the daily user and include report generation, navigation, data input, work order request, etc.

The CMMS shall be available for CBP use 75 calendar days after contract award. All data shall be uploaded on or before that date.

CBP is migrating to Tririga as its Real Property Management system of record. Utilization of this system as a centralized CMMS will allow CBP to more efficiently manage its real property portfolio. The system will be used to track facility systems and equipment. It will be used to capture all schedule and unscheduled repair actions, equipment deficiencies, system useful life and any additional pertinent information necessary to maintain the facility inventory.

As CBP implements this system, the successful offeror may be requested to provide assistance in maintaining accurate maintenance information for the facilities under this contract. The extent of assistance could vary from periodic data uploads to direct access and input.

C.1.5.1. The tracking system is an integral part of the Quality Control and Assurance Surveillance process and shall be continuously maintained by the Contractor. Each PM, remedial maintenance and repair task shall be assigned a Job Order Number (JON) and tracked separately. JONs for remedial maintenance and repair shall indicate if the action was accomplished as part of the firm fixed price portion of the contract or if the repair was accomplished via separate task order. The tracking system shall track and publish the Performance Measures identified in the Performance Metrics Table in Section C.5.1 describing Specific Requirements and the Key Performance Indicators (KPIs) identified in the Contractor’s proposal.

C.1.5.2. The website data shall be available for download at any time. It shall be in a format which is most efficient for CBP personnel and one that is compatible with CBP’s systems (e.g. SAP). The Government shall have access to the web-based tracking system at all times.

C.1.6. Coordinate work with customers. The Contractor shall coordinate with the facility manager or building manager’s office to ensure the work to be performed does not disrupt the customer operations. A fourteen (14) calendar day notice to the COTR and facility personnel is required for all work that requires service interruption, disconnects or cut-off of any utility to or within the facility, or requires the facility to be vacated. The request is subject to review and approval by the COTR.

C.1.7. Locations of performance C.1.7.1. Montana, North Dakota, Minnesota, Idaho and Washington. The scope of services includes all CBP owned and direct leased operated facilities within the aforementioned states. There are 31 facility locations and 94 buildings or facilities within the Northwest Region. See Attachment 1A for additional detail. Please note that the scope of facility locations and/or building units includes future locations currently under construction When the new facilities are opened and become operational an option to modify the contract to include the new facilities will be exercised. Please see Attachment 1A for further detail regarding phasing.

C.1.7.2. The locations identified in Attachment 1A are identified as small, medium and large building units; however the Contractor shall verify this information prior to submitting their proposal. Any discrepancies shall be identified to the CO prior to proposal submission.

C.1.8. Equipment C.1.8.1. A total of 1,298 pieces of equipment have been identified in Attachment 1B. Please note the equipment manufacturer, count and primary equipment type in Attachment 1B:

C.1.9. Excluded Items. The items excluded from the Contractor’s liability for service repair are: structural support systems, security barriers, and security surveillance equipment. These items are not part of the firm fixed price work of this contract.

C.2. APPLICABLE DOCUMENTS. The following documents provide standards with which the Contractor shall comply. These are posted on websites listed below. The Contractor is responsible for remaining current and compliant with the applicable standards and codes regardless if the websites change. Additional performance standards are listed in the Section C.5.0. All work shall be in accordance with all applicable local, state, and federal codes and regulations, including not limited to:

Table C.2. Standards

http://www.gpoaccess.gov/CFR/

Facilities Standards for the Public Buildings Service (PBS PQ100) February, 1992

International Electrical Code (IEC)

International Building Code

International Fire Code

International Plumbing Code

International Mechanical Code

National Electric Code

DHS Design & Physical Security Standards

Local Building, Fire and Safety Codes

C.2.1. TERMS AND DEFINITIONS

Table C.2.1.

The DBA applies only to the remedial maintenance and repair task orders issued under this contract.

Repairs with estimated costs of $2,000 (subject to DBA) and $2,500 (subject to SCA) to $150,000.00 (all inclusive) will be procured via firm-fixed price task orders. All work estimates shall be consistent with ordering procedures set forth in this PWS.

For complex, repairable equipment or systems, failures are considered to be those out of design conditions which place the equipment or system out of service and into a state for repair.

The SCA applies only to the preventive maintenance portion of this contract.

C.3. GOVERNMENT FURNISHED SPACE, EQUIPMENT AND SERVICE

C.3.1. Government-Furnished Equipment and Information C.3.1.1. The Government does not intend to provide Government-furnished equipment (GFE) or Government-furnished information (GFI) during the execution of this contract. However, the Contractor shall return GFE in the same condition as received, normal wear and tear excepted on the contract expiration date if GFE is provided. The Contractor shall be responsible for maintaining, repairing or replacing any GFE during the contract period at no additional cost to the Government. Title to all GFE shall remain with the Government. Lack of property does not relieve the Contractor from performing the tasks within this contract. GFE will be furnished “as is”.