NM-WTX_Regional_PWS-(1).pdf

U.S. CUSTOMS AND BORDER PROTECTION

Maintenance, Repair, and Operations (MRO) Branch

Preventive Maintenance Program for the New Mexico-West Texas Corridor

PERFORMANCE WORK

STATEMENT

July 17, 2014

Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

U. S. Customs and Border Protection

Maintenance, Repair, and Operations Branch

Preventive Maintenance Program for the New Mexico-West Texas Corridor

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.1.1.9. Radio tower maintenance located on compounds and CBP Real Property

(obstruction light replacement) for example communication/camera towers.

C.1.1.10. Repairs for physical security considerations at BP Stations and Checkpoints such as, access control, card readers, camera systems, DVR’s, PBX equipment, etc.

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.

The New Mexico-West Texas Corridor is located on the Southwest Border covering 512 miles of linear border from the Arizona/New Mexico state line through El Paso and Brewster County to the boundary lines for Del Rio and Laredo sectors, which incorporates El Paso and Big Bend sectors. There are a total of 25 CBP-owned and direct lease operated facility locations/campuses, 11 checkpoints, 4 forward operating bases, various facilities and structures within the New Mexico-West Texas sectors. For a full list of the facilities to be covered by this

PM contract, refer to Attachment 1A.

C.1.2.2. With the implementation of the New Mexico-West Texas Corridor Preventive

Maintenance Program, CBP will enter into one of multiple regional contracts for preventive maintenance. 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 the CBP-owned or direct lease operated facilities in the New Mexico-West Texas Corridor.

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. The QCP is intended to provide a structured process and detailed plan that will help the Contractor manage the project and identify any deficiencies before the work execution becomes unacceptable. Please see

Section C.5 for evaluation factors/relevant standards, performance measures, and incentives and disincentives.

The QCP must be kept current at all times to reflect all contract modifications and changes in plan. If anything in the plan is revised, the plan must be physically updated, and the changes are to be reported to the COR and approved by the Contracting Officer. Two copies must be submitted.

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. through C1.3.3.4 Equipment validation is also fixed-price as is described in Section

C.1.3.3.2.

C.1.3.3.1. The base contract year shall include four (4) months of Transition-In services and eight (8) months of PM services. Subsequent option years shall include 12 months of PM services. The Transition-In service is fixed-price as is described in Sections C.1.3.3.2. 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. The contractor shall perform PM for equipment listed in

Attachment 1B as part of the Transition-In services.

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 and 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 in a conspicuous location for tracking and incorporation into the CMMS. Barcodes applied to exterior equipment shall be able to withstand extreme weather conditions without affecting their usability. 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. The contractor shall perform PM for all equipment listed in Attachment 1B during Equipment

Validation.

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 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. Inspections of building systems will be conducted by the Contractor as part of PM requirement.

C.1.3.3.4. Preventive maintenance scheduling shall be proposed by the Contractor and subject to approval by the Government. Within one hundred-twenty (120) days of contract award, the Contractor shall submit to the COR a detailed Preventive Maintenance Schedule for all equipment listed in Attachment 1B. The Government shall review the PM schedule and approve or provide comments to the contractor within two weeks of receipt. Once approved by the COR on an annual basis, the Contractor shall closely adhere to the Schedule in order to facilitate the Government’s Quality Assurance Surveillance Plan (“QASP”).

C.1.3.3.4.1. 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 COR detailing the reasons for the proposed change at least ten (10) working days prior to the originally scheduled PM date.

C.1.3.3.4.2. 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.1.3.3.4.3. 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 ninety (90) days after contract award.

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 COR or the CO. The Government reserves the right to refuse Minor Repair work and accomplish Minor Repairs utilizing Government resources which may include using existing

Government Facility Maintenance Staff. When repairs are completed by the existing

Government Maintenance Staff, or by a third party contractor, the PM Contractor retains overall management and control of PMs and repairs for the equipment and systems.

The estimated amount of minor repair for all Office of Border Patrol (OBP) and Office of Air and Marine (OAM) 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 COR or CO. Any unused funds will be de-obligated from the task order at the conclusion of the period and shall be returned to the Government.

C.1.3.3.6. Major Repair (Above the 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 and $150,000 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). The Government reserves the right to refuse Major Repair work and accomplish Major Repairs utilizing Government resources which may include using existing

Government Facility Maintenance Staff. When repairs are completed by the existing

Government Maintenance Staff, or by a third party contractor, the PM Contractor retains overall management and control of PMs and repairs for the equipment and systems.

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 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

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

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 descriptions, cut sheets, specifications, a preliminary schedule indicating mobilization, submittals, material lead times, performance, phasing, identification of subcontractors, etc.

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 Government

Facility Maintenance forces;

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

(3) Contacting the Contractor to schedule negotiations.

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.1.3.3.8. Pricing of Task Order Work. For remedial maintenance and repair task orders for labor and material at or above $2,000.00/$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 coefficient 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 during normal business hours as described in section C.1.3.9 unless otherwise approved by the Field

Representative.

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, drinking water treatment & distribution system operators, etc. The previous list of personnel is not intended to be all inclusive. The

Contractor shall verify and obtain the required certifications, permits, licenses, 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 (treatment, system operations and distribution, storage, testing, preventative maintenance, supply and distribution)

Cranes

Elevators

Fire protection (sprinkler, alarm systems, etc.)

Septic

Vehicle lifts

Vehicle wash stations

Boilers

Backflow preventers and fueling systems (tanks, pumps, etc.)

Fuel tanks and dispensing equipment

Semi-annual roof inspections including a roof management plans for each campus

Cathodic protection systems

Monthly water well testing for water quality and potability (12 locations plus)

Maintenance and servicing of water filtration systems including RO systems, Membrane systems and water softener systems in include salt replenishment

Replace in-line water filters for ice makers and water fountains (Quarterly)

Gate Maintenance to include o Checking for Plumb/level and balance o Seals, wheels and chains o Operators, batteries and changers as appropriate

Radio tower maintenance located on compounds and CBP Real Property (obstruction light replacement)

Semi-annual Water heater flushing, T&P testing and replacement

Indoor/Outdoor Firing Range maintenance o Empting bullet traps, lead collectors and components (Requires HAZMAT precautions and lead disposal) (Monthly) (Fabens BPS to be serviced bi-weekly) o HVAC filter changes for indoor ranges (all Filters) (Monthly) o Lead reclamation of backstop berm soil filtering/screening system (Annual or every other year)

Pumping out sanitary sewer lift stations and septic tanks

Ground loop Meggar testing and certification for Buildings, Helipads, Towers, fuel islands and all other ground locations.

Services on all overhead doors

Evaporative cooler units including o Evaporative media (cellulous and straw) o Pumps and hoses o Belts o Cleaning and de-scaling panels, fan blades and surfaces

Wells o Treatment, operations and maintenance of the water and distribution systems at checkpoints and other facilities where water treatment and distribution is necessary.

These programs shall comply with local regulations and include, but are not limited to, the following:

coordination with regulatory authorities inspection and testing as required payment of fees (including late fees) submission of reports, data, and other pertinent documentation to regulatory authorities as required

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 and chillers, HVAC control systems, building ventilation systems, air distribution systems, electrical, fire protection, motorized vehicle gates, motorized roll-up doors and associated equipment, domestic water, sanitary, storm water plumbing systems, and stationary pressurized wash stations/systems.

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 task order in accordance with Section 1.3.3.7., procedures for task orders issuance, of this PWS.

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 COR with the applicable progress payment. The COR 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 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.

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.

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 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 CORs 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 normal duty hours are Monday through Friday, 0800 to 1630 for El Paso Sector (EPT) facilities, 0800 to 1630 for Big Bend

Sector (BBT) stations and Sector Headquarters, and 0600 to 1430 at the Big Bend Maintenance facility. Maintenance will be performed within the normal five-day week observed by the building occupants, unless changes are specifically approved by the Contracting Officer (CO) or

Government Authorized Representative. Some emergency situations may require the Contractor to work outside normal duty hours. These situations include, but are not limited to, disruption of services, e.g., unscheduled/scheduled outages of facility services, or contingency accidents/incidents, or other emergencies.

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.

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.

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.

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.1.3.10. 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 Representative or COR will inform the Contractor of the operating decision at least 8 hours prior to the scheduled PM action, to the maximum extent possible.

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.

In the event of an accident involving Government personnel or property, where the Government

Authorized Representative perceived a lack of effective completion by the Contractor’s personnel was a factor, the Contractor shall submit a report immediately after an accident to the

Contracting Officer in letter form that will include the following: time and date of occurrence;

the place of occurrence; a list of personnel directly involved; a narrative description of the accident that includes a chronological order of the accident and circumstances; and witnesses names and contact information. FOM, Maintenance Supervisor and a Border Patrol POC should be immediately notified in the event of accident or incident involving contract personnel on the property.

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 COR, authorized program management office 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. 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

COR an electronic copy of the service call log on a weekly basis. See Section C.5.2.3.1.

C.1.4.1.3. 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.1.4.1.3.1. 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.1.4.1.3.2. 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 after receipt of any urgent service calls, and work continuously without interruption to complete the service call.

C.1.4.1.3.3. 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 during normal business days as described in C.1.3.9..

C.1.4.1.4. 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 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.1.4.1.4.1. 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.

The 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 and title of the Contractor employee performing the work; (b) work performed, including equipment name and number, parts used/replaced; (c) time / date performed and 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 and 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’s use within 75 calendar days of 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 scheduled 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 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/TRIRIGA). 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’s or building manager’s office to ensure the work to be performed does not disrupt 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.

Contractors must adhere to scheduled arrival dates and times for work to be performed unless otherwise approved by the facility manager or building manager.

C.1.7. Locations of performance. The scope of services includes all CBP owned and direct leased operated facilities within the State of New Mexico-West Texas Corridor. There are 25 facility locations/campuses, 11 checkpoints, 4 forward operation bases (FOB), various facilities and structures within the New Mexico-West Texas Corridor. See Attachment 1A for additional detail.

Refer to Attachment 1A for additional details regarding these locations of performance. Please note that the scope of facility locations and/or building units may include future locations currently under construction or planning to be constructed. If new facilities are opened and become operational a modification to the contract to include the new facilities will be negotiated and executed.

C.1.8. Equipment. A total of approximately 3,200 pieces of equipment have been identified in

Attachment 1B to be verified by the awarded contractor. 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: personal property, communication towers, Comms equipment and IT systems, structural support systems, security barriers, and design services. These items are not part of the firm fixed price work of this contract.

C.1.10. Optional Items. Items not listed in Attachment 1B for the Contractor’s responsibility for service repair are: Security Surveillance equipment (e.g. DVRs, card readers, security cameras, etc.), Indoor/Outdoor Firing Range maintenance (e.g. requires HAZMAT, lead reclamation and disposal) and, groundwater wells (e.g. operation and maintenance of the water treatment and distribution systems at checkpoints or other facilities with water treatment systems). The Government reserves the right to exercise the optional items or not to.

C.1.11. Proprietary Equipment and Systems. Items listed in red on Attachment B1 are identified as equipment or systems which utilize proprietary hardware or software. These items will be verified by the awarded contractor and will be included as a part of the overall maintenance and repair system responsibilities.

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.

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

Standard/ Institute Website

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

American Association of Civil

Engineers (ASCE) www.asce.org

C.2.1. TERMS AND DEFINITIONS

Table C.2.1.

Terms Definition http://www.ansi.org/ http://www.ashrae.org/ http://www.nfpa.org/catalog/ http://www.asme.org/ http://www.netaworld.org/ http://www.epa.gov/epahome/laws.htm

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.

CBP Customs and Border Protection

Computerized Maintenance

Management System (CMMS)

Computerized Maintenance Management

System. See definition for “Web-Based

Tracking System.”

Contract Manager The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operations of this contract and shall be responsible for all aspects of the contract.

Contracting Officer (CO) A Government employee with the authority to enter into, administer, and terminate contracts and make related determinations and findings.

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.

Customer Satisfaction Customer’s opinion of the quality level of the work accomplished.

Davis Bacon Act (DBA) Applies to contractors and subcontractors performing on federally funded or assisted contracts in excess of $2,000 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.

Domestic Hot Water System Domestic hot water systems consist of but not limited to hot water heat exchangers, pumps, fans, make-up systems, expansion tanks, instrumentation, water treatment and other associated equipment.

Electrical All building and site systems of the types generally included in Division 16 in RS Means

Facilities Construction / Maintenance and Repair

Cost Data with the exception of equipment owned by the servicing public utility.

Elevator Interior transport systems, including escalators.

Emergency 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.

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 New Mexico-

West Texas line item Corridor facility location and perform inspection of the facilities to verify the equipment listed on Attachment 1B and identify any equipment that is missing from

Attachment 1B. The Contractor shall provide the

Government a comprehensive list of missing equipment within ninety (90) days of contract award. The list shall be organized by facility location and include all information identified in

Section C.5.2.3.3.

Environmental Control Specialist The Contractor shall provide an Environmental

Specialist who shall be responsible for the performance of all work impacting the environment. The Environmental Specialist will be responsible for monitoring building systems carbon emissions, proper tracking, documentation, and disposal of hazardous waste produced while performing preventative maintenance, identification of changes or updates needed to CBP Spill Prevention Control and

Countermeasure (SPCC) plans, identification of new or revised permits, and identifying to the

COR potential carbon reducing opportunities.

Exterior Electrical Distribution

Systems

System consists of, but not limited to, transformers, electrical vaults, exterior lights and meters, parking lot lights, building exterior lights, generators and electrical equipment.

EMCS Energy Management Control Services

FM&E Facility Management and Engineering

Directorate

Facility (Campus) Locations Facility Locations are CBP campuses also known as Business Entities (BE). Business Units (BU) are various buildings within Facility Locations.

There are 40Campus locations included in the scope of work of this contract.

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.

Federal Acquisition Regulation (FAR) A Federal regulation establishing uniform policies for acquisition by all executive agencies.

Fire Protection and Detection Systems consists, of but not limited to, include

Systems. fire pumps, fire alarms, smoke/heat detectors, fire suppression sprinkler systems, and the associated electronics and computer hardware and software.

Heating, Ventilation and Air-

Conditioning (HVAC)

HVAC includes all systems with the function of providing ventilation or temperature control to 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.

Interior Architectural and Structural

Systems

Includes, but is not limited to, all architectural and structural maintenance and repairs to the facility interior including glass window panes, Americans With Disabilities Act door operators, interior and exterior doors (hardware, trimming, adjusting and changing), door-locks, door hinges, door stops, stairways; air-conditioning and air handling equipment; interior walls, floor coverings, concrete floors, ceramic tile, interior stairways, ceiling systems and ceiling tile, blinds or shades, bathroom fixtures, shower room fixtures, partitions between stalls, sinks and toilet fixtures, soap dispensers, paper towel and toilet paper holders. Work includes: touch up painting, caulking, sealing and spackling, and operational performance checks.

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.

JON The Job Order Number.

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.

Maintenance, Repair and Operations

(MRO)

Program to provide capitalized and direct-lease operated (DLO) Border Patrol facilities with requisite sustainment support. Additionally, the

MRO Program has been structured to align resources to develop logical, streamlined, and efficient processes which facilitate standardized requirements management, budgeting, contracting, cost accounting, and performance metrics to aid in monitoring successful implementation.

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.

Mean Time Between Failures (MTBF) MTBF is the calculated elapsed time between inherent failures of equipment or a system during operation. MTBF can be calculated as the arithmetic mean (average) time between failures.

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.

Minor Repair The restoration of broken, damaged, or failed devices, equipment, parts or systems to an acceptable…