A1c_-_Texas_PM_PWS_(R7_040313).pdf

U.S. CUSTOMS AND BORDER PROTECTION

Systems, Accountability and Sustainment Division

Preventive Maintenance Program for the East Texas Region

PERFORMANCE WORK

STATEMENT

January 24, 2013

Performance Work Statement

Revision Tracking

Number Who Purpose Date 1 Chris Laystrom RFI Update 110712 2 Chris Laystrom AP, Market Research and

SSP update 122712

3 Chris Laystrom Solicitation Update 011813 4 Chris Laystrom Procurement Revisions 012413 5 John Crockett Legal Revisions 022013 6 Chris Laystrom Minor SOW revisions 031213 7 Chris Laystrom C.1.7.1 & C.6 Changes 040313

PERFORMANCE WORK STATEMENT (PWS)

U. S. Customs and Border Protection Systems, Accountability and Sustainment Division

Preventive Maintenance Program for the East Texas 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 Representative (COR) 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 Sustainment Branch coordinates preventive maintenance efforts for CBP’s facilities under its upcoming Preventive Maintenance Program (PMP). FM&E operates over 222 fully-owned and direct lease operated (DLO) facility locations/campuses across the United States, of which 47 fully-owned and direct lease operated Facility locations/Campuses and 202 buildings or facilities (amounting to approximately 1,500,000 square feet (SF)) are in the East Texas Region.

C.1.2.4. With the implementation of the East Texas 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 East Texas Region.

C.1.3.2. Quality Control Plan (QCP) to be developed by the Contractor and subject to the approval by the COR, 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 described in Sections C.1.3.3.3 to C.1.3.3.4. The base contract year shall include 6 months of Transition-In services and 6 months of Preventive Maintenance services. Subsequent option years shall include 12 months of Preventive Maintenance and repair 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, installed location within the building/site;

facility location; 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 listed equipment unable to be located will be reported to CBP. The report shall be provided within one hundred-twenty (120) days of contract award.

A list of recommended repairs shall be provided to CBP as a part of the Equipment Validation Report, in addition to the data listed in the previous paragraph.

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.5.2, implementation of the CMMS (section C.1.5), subcontractor coordination, hiring of personnel, background investigation package submission, 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 recurring 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.

C.1.3.3.3.1. Preventive maintenance scheduling shall be proposed by the Contractor and be subject to approval by the Government. Within one hundred-fifty (150) days of contract award, the Contractor shall submit to the COR a detailed Preventive Maintenance Schedule. The

Government shall review the PM Schedule and approve or provide comments to the Contractor within fourteen (14) days of receipt. The schedule shall be for the entire contract period, identifying each piece of equipment to be maintained and the date on which PM work will occur.

The PM schedule will be provided annually, and within fourteen (14) days of Option Year renewal. The PM schedule shall be organized by facility.

The Contractor shall schedule and perform 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 COR detailing the reasons for the proposed change at least ten (10) 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 as part of the initial PM services.

C.1.3.3.3.2. A Preventive Maintenance Guide shall be prepared by the Contractor and is subject to approval by the Government. The Preventive Maintenance Guide shall list each equipment type that requires maintenance and identify the following information: frequency of service, maintenance task list, inspections, testing, material requirements, permitting and certification requirements, reporting and responsible party. The PM Guide shall be submitted to the COR within one hundred-twenty (120) days of contract award.

C.1.3.3.4. 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 COR or the CO.

The estimated amount of minor repair for all Office of Air and Marine (OAM) and Office of Border Patrol (OBP) locations is $200,000 for the base period and $500,000 for each subsequent option year (for a total of $2,200,000 if all option periods are exercised), as 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 COR 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.1.3.3.5. 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 COR 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 $150,000.00 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.1.3.3.6. 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 COR 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 COR 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:

Cost Range Proposal Preparation Time

$2,500.01 - $25,000.00 14 Calendar Days

$25,000.01 - $150,000.00 21 Calendar Days

C.1.3.3.6.1. Price proposals shall be prepared using Microsoft Excel. All electronic files shall have the work request number, initials of estimator and date.

C.1.3.3.6.2. 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.1.3.3.6.3. 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.1.3.3.6.4. If remedial maintenance or repair of equipment needs to be performed off-site, COR 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.1.3.3.7. 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 and 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.1.3.3.8. Performance Schedule. PM services shall be completed within eight (8) hours of scheduled services unless otherwise approved by the Field Representative.

C.1.3.3.9. 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:

• Fire protection

• Septic

• Vehicle Lifts

• Vehicle Wash Stations

• Boilers

• Domestic Water

• generators

• cranes

• elevators

• backflow preventors

• waste oil tanks and

• fuel systems, including storage tanks, dispensing and fuel management equipment, containment systems, 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), and documentation submission to regulatory authorities as required.

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 recurring 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 a minor repair (Section C.1.3.3.4) or task order (Section C.1.3.3.6).

C.1.3.4.2. Systems work may include maintaining and/or repairing all building mechanical, plumbing, roofing, architectural, 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. Submittals. The Government reserves the right to require the Contractor to submit replacement parts and other items for approval prior to installation.

C.1.3.6. Work Orders (WO). The Contractor will generate a WO form (also known as a “work service ticket”) for all PM 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 COR with the applicable invoice. The COR shall acknowledge receipt of all WOs. All WOs shall contain the information listed below and are subject to review by the Government. 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 repairs, 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.

• Name of contractor who accomplished the work

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

• Name, title and contact information of CBP personnel that can verify performance. A signature from a CBP field representative shall be obtained as well.

• 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.1.3.7)

• Material costs and labor hours worked

C.1.3.7. 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 alternation/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 COR for review on request. These records shall be held through the duration of the contract and turned over to the Government upon termination or completion of the contract.

C.1.3.8. Hours of Operations & Holidays. Government core duty hours are Monday through Friday, 0800 to 1700. Some 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 Labor Day Martin Luther King's Birthday Columbus Day Presidents' Day Veterans Day Memorial Day Thanksgiving Day Independence 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 COR at least fourteen (14) days prior to the proposed event. The request is subject to review and approval by the COR.

C.1.3.9. Office Closures. Extreme weather conditions, other emergency situations, and other acts of nature (e.g. floods, tornado, earthquake) may warrant an office closure or a delay in normal operating hours. The Field Representative or COR will inform the Contractor of the operating decision at least 8 hours prior to the scheduled PM action to the extent possible.

C.1.3.10. 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 receive calls from the COR or an authorized program management office representative. 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. 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 dispatch approval from COR, not identification of deficiency.

C.1.4.1.2.1. 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 property. Calls shall be considered received by the Contractor at the time and date the call is made to service call reception. Upon approval from the COR, the Contractor shall respond immediately and work continuously without interruption until the emergency condition is arrested and resolved.

C.1.4.1.2.2. Urgent calls. Service calls that interrupt or otherwise adversely impact building environmental and occupant operations shall be classified as urgent calls. Upon approval from the COR, the Contractor shall respond within twenty-four (24) hours to urgent service calls and work continuously without interruption to complete the service call.

C.1.4.1.2.3. 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. Upon approval from the COR, the Contractor shall respond within seventy two (72) hours after receipt of a routine call, and work continuously without interruption to complete the service call..

C.1.4.1.3. Work Beyond Scope of Repair. If the Contractor responds to a service call and believes that the work required is beyond the scope of repair, the CO or COR shall be notified immediately. The Contractor shall provide a summary of the work and a detailed estimate showing labor hour and material requirements.

C.1.4.1.3.1. 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. The CMMS shall be the primary tool for scheduling, reporting and recording of all maintenance and repair activities. A web-based tracking system, subject to the approval of the Government, encompasses tracking and reporting information related to PM, minor repair and major repair work orders from receipt of service call to completion. It shall be able to receive, classify, identify, 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.1.3.6 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) BE/BU number and common name (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 minor and major repair actions. The work order tickets used in the field shall be uploaded within five working days of completion and include the name, date and signature of the designated CBP personnel who verified the work. Attachments shall be uploaded to the specific work order associated with the work. Permits and certifications shall also be tracked within the CMMS.

Introductory training shall be provided during the Transition-In Services (section C.1.3.3.2). It shall be a detailed sales type demonstration of the CMMS and its capabilities. This shall occur within sixty (60) days of contract award. Three more in depth training sessions shall be held within one hundred-fifty (150) 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 within five (5) months of contract award. All data shall be uploaded and the CMMS shall be fully operational 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 and repair task shall be assigned a JON and tracked separately. 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.1.6. 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 COR 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.

C.1.7. Locations of performance.

C.1.7.1. The scope of services includes all CBP owned and direct leased operated facilities within the East Texas Region. There are 47 facility locations and 202 buildings within the Region. See Attachment 1A for additional detail. The locations identified in Attachment 1A are identified as small, medium and large building units. Any discrepancies shall be identified to the CO prior to proposal submission.

C.1.8. Equipment C.1.8.1. A total of 3,430 pieces of equipment have been identified in Attachment 1B, not including option year equipment additions. See 1B for additional details. Please also note the equipment manufacturer, count and primary equipment type in Attachment 1B.

C.1.9. Excluded Items. These systems or services are not within scope of the contract:

structural support systems, security access and barriers, communication equipment, personal property and design services.

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

Standard/ Institute Website

The Code of Federal Regulations

(CFR)

uscode.house.gov/search/criteria.shtml http://www.gpoaccess.gov/CFR/

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

American National Standard Institute www.ansi.org/

American Society of Heating, Refrigerating, and Air- Conditioning Engineers (ASHRAE).

www.ashrae.org

National Fire Protection Association (NFPA) Standards and Codes www.nfpa.org/catalog/

American Society of Mechanical Engineers (ASME) www.asme.org

National Electric Institute www.netaworld.org

Environmental Protection Agency www.epa.gov/epahome/laws.htm

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 http://uscode.house.gov/search/criteria.shtml http://www.ashrae.org/ http://www.asme.org/ http://www.netaworld.org/

C.2.1. TERMS AND DEFINITIONS

Table C.2.1.

Terms Definition

Breakdown The stoppage or collapse of equipment of a facility or a component thereof that requires immediate corrective action to restore it to operating condition.

Computerized Maintenance Management System (CMMS)

Computerized Maintenance Management System. See definition for “Web-Based Tracking System.”

Contractor The term Contractor refers to both the prime Contractor and subcontractors (also referred throughout the text as “the Contractor”. The prime Contractor shall ensure that subcontractors comply with the requirements of this contract.

Contracting Officer’s Representative

(COR)

An individual designated by the CO to act as a liaison between the Contractor and the CO within the limits of their delegated authority. A COR may not change the contractual requirements nor obligate the Government in anyway.

Davis Bacon Act (DBA) Applies to contractors and subcontractors performing on federally funded or assisted contracts in excess of $2,000.00 for the construction, alteration, or repair (including painting and decorating) of public buildings or public works.

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

Defect Failure to meet a standard for successful performance.

Electrical All building and site systems of the types generally included in Division 16 in RS Means Facilities Construction / Maintenance & Repair Cost Data with the exception of equipment owned by the servicing public utility.

Elevator Interior transport systems, including escalators.

Emergency Backup Power Systems Systems include, but are not limited to, diesel generators, gas generators, UPS systems, storage tanks, System Control and Data Acquisition (SCADA) systems and automatic transfer panels.

Equipment Validation The Contractor shall visit each facility location and perform inspection of the facilities to verify the equipment listed on Attachment 1B and identify any equipment that is missing from the Attachment 1B. The Contractor shall provide the Government a comprehensive list of missing equipment within one hundred-twenty (120) days of contract award. The list shall be organized by facility location and include all information identified in section C.5.2.3.3

Facility (Campus) Locations Facility Locations are CBP campuses. Business units are various buildings within Facility Locations.

Field Representative An individual designated in each or more of Facility Location(s) by the CO to act as a liaison between the Contractor and the CO within the limits of their delegated authority. Field representatives may provide historical information to the Contractor regarding the equipment listed in Attachment 1B, but they may not change the contractual requirements nor obligate the Government in anyway. The Contractor shall confirm any information provided by the Government with an independent source.

Fire Protection and Detection Systems.

Systems consists, of but not limited to, include fire pumps, fire alarms, smoke/heat detectors, fire suppression sprinkler systems, and the associated electronics and computer hardware and software.

Heating, Ventilation and Air- HVAC includes all systems with the function of providing ventilation or temperature control to

Conditioning (HVAC) building spaces. HVAC equipment is a subset of Mechanical, Electrical and Controls equipment and systems, and intersects the definitions of each of these. Includes all components, devices, equipment and associated systems, including compressors, blowers, motors, drive assemblies, fans, service valves, dampers, condensers, cooling coils, piping, pumps, purge units, controls systems and wiring, duct work, burner assemblies, combustion chambers, thermostats and temperature controls, registers, condensate drip pans and drains, grills, evaporators, air filters, and all other items of equipment essential to the proper operation of the HVAC equipment and systems in accordance with manufacturer’s recommendations. Includes high and low pressure systems.

Inventory Operations and Preventive Maintenance Manual

All inclusive manual for CBP facilities and equipment listed in Attachments A and B.

Prepared by Contractor and subject to the approval of the COR. Shall be organized by facility and include all information required in Section C.4.3.1.

Key Performance Indicators (KPI) KPI is a measure of performance commonly utilized to help organization define and evaluate how successful it is, typically in terms of making progress towards its long-term organizational goals.

Maintenance 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.

Major Repair The restoration of broken, damaged, or failed devices, equipment, parts or systems to an acceptable operating or usable condition or state.

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.

Minor Repair The restoration of broken, damaged, or failed devices, equipment, parts or systems to an acceptable operating or usable condition or state valued at $0.01 to $2,000 (for DBA covered work) and $2,500 (for SCA covered work), IAW Section C.1.3.3.5 of this PWS.

OEM Original Equipment Manufacturer

Quality Control Plan (“QC”, “QCP”) QCP is the Contractor’s system to control the equipment, systems, or services to ensure requirements of the contract are met. The Contractor is responsible for QC and for offering the Government only compliant supplies and services. QCP is developed by the Contractor to address quality control.

Quality Assurance Surveillance Plan

(QA, "QASP)

A program implemented by the Government to evaluate the output quality and responsiveness of the Contractor to ensure that the Government receives the services it contracts for. QASP surveys the QCP developed by the Contractor.

Plumbing System Consists of, but not limited to, all water distribution lines, sanitary sewage lines, roof drainage components, fire suppression system, distribution boxes, valves, piping, fittings, fixtures, gutters, gauges, vents and roof jacks.

Preventive Maintenance (PM) Include, but not be limited to, recurring inspection, testing, exercising, cleaning, touch-up painting, lubrication, and adjustment; insulation of equipment; lubricating and oil replacement;

filter cleaning and replacement; minor parts replacement, and repairs required to keep equipment and systems in optimum operating condition and to minimize malfunction, breakdown, and deterioration of equipment and comply with OEM requirements. All PM work is included in the firm fixed price portion of the contract.

Roof System Consists of but not limited to built-up, asphalt roll roofing, asphalt and fiberglass shingles, rubber (or other single ply) membrane, corrugated metal and standing seam metal roofing types.

R.S. Means Facilities Maintenance & Repair Cost Data

A data system developed by R.S. Means Company which can be used to prepare preventive maintenance and repairs estimates.

The Contractor shall use the latest edition.

Service Calls Unscheduled maintenance and routine repair;

alteration; fabrication of miscellaneous items;

installation of equipment and miscellaneous items; locksmith services; relocation of equipment, materials, and devices; and miscellaneous services. Material costs include parts or entire unit replacement if repair is not economically feasible.

Service Contract Act (SCA) The SCA requires contractors and subcontractors performing services on covered federal or District of Columbia contracts in excess of $2,500.00 to pay service employees in various classes no less than the monetary wage rates and to furnish fringe benefits found prevailing in the locality, or the rates (including prospective increases) contained in a predecessor contractor's collective bargaining agreement. Safety and health standards also apply to such contracts.

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

System A combination of related elements organized into a complex whole to perform a function. Includes all components and ancillary parts necessary to accomplish the intended purpose of the system, whether or not these items are specifically listed in the contract.

Water Distribution System System consists, of but not limited to, water treatment equipment, water storage tanks, all associated controls, water lines, valves, hydrants, meters, underground irrigation systems, non-potable/reuse systems, underground and above ground fire suppression systems, and meters.

Drinking water system elements include distribution mains, arterial mains, filters, water storage reservoirs, and system accessories such as, but not limited to, valves, service connectors, state certified backflow testers, and backflow preventors.

Web-Based Tracking System Web-based tracking system of the Contractor’s choosing utilized to track PM, remedial maintenance, repairs and alterations. Throughout the text also referred to as computerized maintenance management system (“CMMS”).

The Contractor shall provide CBP monthly data dumps for all equipment, and shall backup all data to avoid loss of information. Data dumps shall be provided in a format previously approved by the COR.

Work Orders (WOs) Work orders, also known as a ‘work service ticket’ in the industry, identify the Job Order Number (JON) and each PM, remedial maintenance, repair and/or alterations task to be completed

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), office space 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. The Contractor shall be responsible for the cost of any maintenance, repairs or replacement caused by negligence, abuse or accidents by the Contractor.

C.3.1.2. Local Area Network Capabilities. The Contractor shall provide telephone and internet services for its personnel.

C.3.1.3. Work Area. The work area available during performance of this contract includes inside work space close to equipment location. The Contractor shall be responsible for the orderliness and cleanliness of all areas utilized in the performance of this contract. These areas will be neat and clean, free from fire and safety hazards and unsanitary conditions.

C.3.1.3.1. Contract Space. Government Furnished Space will not be provided via this contract. The contractor shall be responsible for providing office, storage, parts supply or any other space requirements at their own expense.

C.3.1.4. Utilities. The Government will make available at no cost to the Contractor water and electricity, pending determination of availability at each location, for Contractor connection at Government provided work areas. The Contractor shall provide utilities when they are not available from the Government. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities and shall include the following:

C.3.1.4.1. Electrical equipment and all other utilities shall be used in accordance with OSHA standard requirements as well as the applicable local, state and federal codes (such as CFR, IEC).

C.3.1.5. Emergency Medical Services. Local Government (i.e. state, county, city, etc.)

will provide emergency medical treatment and emergency patient transportation services for Contractor personnel. The Contractor shall be responsible for payment of medical treatment and patient transportation service of their employees or subcontractors, and for any other person injured as a result of negligence by the Contractor/subcontractor.

C.3.1.6. The Contractor shall be liable for loss or damage to Government furnished property caused by the Contractor. Compensation shall be effected either by reduced amounts owed to the Contractor or by direct payment by the Contractor. The method will be determined by the Government. In the case of damaged property, the amount of compensation due to the Government by the Contractor shall be the actual cost of the repair, provided such amount does not exceed the economic repair value. In the case of loss or damage beyond economic repair of equipment, the amount of the Contractor’s liability shall be the depreciated replacement value of the item as determined by the Government.

C.4. CONTRACTOR-FURNISHED ITEMS.

C.4.1. The Contractor shall furnish all items required for contract performance that are not defined in Section C.3.1 Government Furnished Space, Equipment, and Service.

C.4.2. Replaced and Refurbished Parts Standards. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair services as described herein. The Contractor shall ensure all replacement units, parts, components, and materials used in the maintenance and repair of equipment and systems are compatible with that existing equipment on which it is to be used; are of equal or better quality than original equipment specifications; comply with applicable Government, manufacturer, commercial, or industrial standards; and used in accordance with original design and manufacturer’s intent. If the original manufacturer has updated the quality of parts for current production, Contractor shall ensure parts supplied under this contract are equal to or exceed the updated quality. The Contractor shall retain the parts replaced for at least ten (10) working days after completion of the job and make these parts readily available for inspection by the COR upon request.

C.4.3. Manuals and Instructions. The Contractor shall obtain and maintain manufacturer's operating instructions and maintenance manuals on all new/existing equipment. These documents are property of the Government and the Contractor shall turn them over to the COR upon completion of the contract.

C.4.3.1. Inventory, Operations and Preventive Maintenance Manual shall be provided to CBP upon completion of base year. Manual shall be organized by facility and include the list of equipment and/or systems, PM schedule, work orders requested/accomplished, operations & maintenance manuals for all equipment and/or systems in the facility, CBP facility contact, copies of all inspection logs and all other facility related information obtained during the execution of the contract. The manual shall also include the specific task lists for each PM action.

C.4.3.2. The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

C.4.4. Items not Meeting Standards. When material, equipment, or components are unacceptable to the Government, the Contractor shall, at no cost to the Government, remove, replace, and rework material, equipment, and components so that compliance with the Government's requirements are satisfied.

C.5. SPECIFIC REQUIREMENTS

C.5.1. Performance Metrics. The Contractor shall provide PM, remedial maintenance, repair and alteration services for the facilities listed in Attachment 1A. The overall standards for contract performance are in the Table C.5.1 below:

Table C.5.1.

Desired Outcome Evaluation Factor Categories

Performance Measures / KPIs

Incentive (positive and/or negative)

1. Administration & Management.

Provide responsible and effective contract management, and reliable, timely and accurate financial and operational data for decision making and reporting.

a.) Proactively Manage and Monitor the Contract.

--Subcontractor…