Attachment_A_PWS_1-8-14.pdf

PERFORMANCE WORK STATEMENT: CDP Facility Operations and Support Services

CENTER FOR DOMESTIC PREPAREDNESS

FACILITY OPERATIONS AND SUPPORT SERVICES

PERFORMANCE WORK STATEMENT

October 29, 2013 Revised January 8, 2014

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TABLE OF CONTENTS

Section 1: General Information 3 Section 2: Government Definitions 13 Section 3: Government Furnished Property, 21 Facilities, Equipment, Materials And Services Section 4: Contractor Acquired Property, 25 Supplies and Services Section 5: Management Responsibilities 26 Section 6: Performance Requirements 28 Section 7: Scope of Services 30 Section 8: Deliverables 61

ATTACHMENTS

Attachment B: Quality Assurance Surveillance Plan

TECHNICAL EXHIBITS

Attachment C: Technical Exhibit 1: CDP Site Characteristics, Maps, & Floor Plans

Attachment D: Technical Exhibit 2: Parts Inventory Attachment E: Technical Exhibit 3: Required Reports & Logs Attachment F: Technical Exhibit 4: Workload Estimates Attachment G: Technical Exhibit 5: Government Furnished Facilities Attachment H: Technical Exhibit 6: Government Furnished Property Attachment I: Technical Exhibit 7: Reference Work Order Documentation Attachment J: Technical Exhibit 8: Equipment Maintenance Requirements Attachment K: Technical Exhibit 9: Fleet Vehicle Inventory Attachment L: Technical Exhibit 10: Project Work Order List Attachment M: Technical Exhibit 11: CDP Work Order Trade by Classification Attachment N: DOL SCA Wage Determination Attachment O: Work Attire and Dress Code Attachment P: Work Place Safety Attachment Q: Accident Reporting Policy Attachment R: Disregard Attachment S: Annual WOs and Lodging Occupants Attachment T: Custodial Schedule

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FACILITY OPERATIONS SUPPORT SERVICES

PERFORMANCE WORK STATEMENT

1.0 GENERAL.

1.1 SCOPE.

The intention of this requirement is to obtain contracted integrated facilities operation and maintenance to support Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/Center for Domestic Preparedness (CDP) and its facilities located in Anniston, Alabama. The Contractor shall provide all support services as identified in this performance work statement of work (SOW). The objective of this procurement is to obtain reliable, efficient and effective services by applying a sound management and technical approach that will provide the best value and meet the objectives shown in this work statement. A listing of the CDP site characteristics are provided in Exhibit #1 to the PWS.

The primary functions to be performed are the operation, maintenance, housekeeping, repair, modification, and minor alteration of the physical facilities, as well as residential and support services for the CDP. The Contractor shall provide the required project management, administrative services, associated scheduled maintenance services, trade craft services, repair, housekeeping services, mail services, waste management, operation, and other services described herein. In performing these functions the Contractor shall provide all parts, labor, supervision and administration, tools, equipment, vehicles, vehicle and equipment fuels, vehicle and equipment maintenance required, unless specifically identified in Section 3 as Government furnished.

1.2 BACKGROUND.

The CDP is a national training facility located in Anniston, Alabama that prepares state and local emergency response personnel to respond to terrorists’ attacks using weapons of mass destruction by providing advanced, hands-on training. This national training program was developed for firefighters, law enforcement personnel, emergency medical technicians, E-911 operators, and other emergency response personnel, their trainers and supervisors. Training courses provided by the CDP provide specific knowledge and expertise for deterrence, prevention and response to Weapons of Mass Destruction (WMD) incidents. During FY-13, the CDP trained a total of 49,500 students including 14,000 resident students, 2,500 non-resident, 8,000 indirect and 25,000 Academy students

The CDP occupies the following six major facilities of the former Fort McClellan, AL:

1) CDP Main Complex, Multi-Level Administrative Building (Building 61);

2) CDP Advanced Responder Training Complex, Multi-Level Building;

3) CDP Responder Lodging Complex, Multi-Level Building (900 Area);

4) CDP Noble Training Facility (NTF), Multi-Level Building;

5) Maintenance Building (Building 40); and

6) Chemical, Ordnance, Biological and Radiological Training Facility (COBRATF).

This performance work statement encompasses operations and maintenance for all CDP facilities, except for the COBRATF.

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1.3 CONTRACTOR PERSONNEL.

1.3.1 Project Manager. The Contractor shall provide an onsite Project Manager who shall be responsible for all work performed under the resulting contract. The Project Manager is further designated as “Key” by the Government as set forth in the contract clause HSAR 3052.215-70, Key Personnel or Facilities.

1.3.1.1 The Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR). It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort.

The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under the resulting contract.

1.3.1.2 The Project Manager shall be available to the COR via telephone at all times. If the Project Manager will not be available by telephone, he or she will notify the COR of the non-availability and identify an alternate. The Project Manager or designated alternate shall be available to meet with Government personnel at a designated CDP facility within 30 minutes during normal working hours (Monday through Friday between 7:30 a.m. and 4:30 p.m.) and within 2 hours of request outside normal working hours.

1.3.2 Qualified Personnel. The Contractor shall provide qualified personnel to perform all requirements specified in this PWS. All Contractor employees supporting this contract shall be citizens of the United States. Prior to assignment to the contract, the Contractor shall submit a current resume for all management and key personnel if different from those personnel identified in the proposal. Any replacement of key personnel shall be subject to the Contracting Officer's approval in accordance with the clause HSAR 3052.215-70, Key Personnel or Facilities.

1.3.3 Contractor Licensing, Certification, and Specific Experience Requirements. Licenses required of the Contractor to conduct business (i.e., local or state business licenses) shall be obtained prior to beginning work on this contract. Personnel licensing and certification shall be in strict compliance with federal, state and local regulations regardless of exemptions for federal facilities, before performing any work under this contract. The Contractor shall provide personnel who possess the appropriate skill for their position.

1.3.4 Employee Identification. Contractor employees or visitors of Government facilities who have not been issued a FEMA/CDP identification badge must coordinate their visit at least 24 hours in advance with the COR to obtain appropriate security clearance. Visiting Contractor personnel will be issued a temporary visitor badge which must be worn at all times while on CDP property and displayed in plain view above the waist at all times. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times. Visiting Contractor employees shall comply with all Government escort rules and requirements.

1.3.5 Employee Conduct. Contractor’s employees shall comply with all applicable Government

10/29/2013 5 regulations, policies and procedures, including but not limited to fire, safety, emergency response, sanitation, environmental protection, security, off-limits areas, wearing of uniforms, CDP dress code, possession of drugs or alcohol, and possession of weapons, when visiting or working at Government facilities. Contractor personnel shall conform to conduct regulations contained in DHS, FEMA and CDP Policies.

1.3.6 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from CDP facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

1.4 SECURITY, PRIVACY, SAFETY AND PROPRIETARY DATA.

1.4.1 Security Clearance: Unclassified.

1.4.2 Privacy Act. This agreement may require the Contractor employees to safeguard data in accordance with the Privacy Act (5 USC 522a).

1.4.3 Contractor User Security Agreement. The Contractor acknowledges that during the term of this contract, all Contractor employees may be required to sign some form of Contractor User Security Agreement. The Contractor agrees to have all Contractor employees sign the agreement.

The Contractor further agrees that they will comply with this requirement (if required) at no cost to the CDP. Contractor employees may be required to complete DHS, FEMA “and” or “or” CDP security specific training as directed by the Government. Security training will be provided by the Government either on line or by FEMA/CDP staff at no cost to the Contractor.

1.4.4 Safety Requirements. The Contractor shall conduct operations in strict conformance with all state, federal and local safety regulations, regardless of exemptions for federal facilities; and local ordinances and applicable provisions of Part 29 of the Code of Federal Regulations to include but not limited to 1904, 1910, 1925 and 1926. The Contractor agrees to take all reasonable steps and precautions to prevent accidents and preserve the life and health of contractor and Government personnel performing in any way under this contract. The Contractor shall comply with all elements of Occupational Safety and Health Administration (OSHA) safety and health standards and DHS, FEMA and CDP safety and health directives. All accidents/incidents shall be reported in accordance with (IAW) CDP-066-01-00 Accident Injury Reporting Procedures. If the Contractor fails or refuses to promptly comply with safety requirements, the Contracting Officer or designated representative may stop all or part of the work until corrective action has been taken.

1.4.4.1 Safety Program. Upon commencement of work under this contract, the Contractor shall implement a suitable safety program for employees performing work under this contract. This safety program shall be in writing, and a copy shall be furnished to the COR for approval within 10 calendar days after contract award. This detailed plan shall describe the Contractor's safety program and identify how it complies with federal and state Occupational Safety and Health Acts and any other safety provisions within this contract.

1.4.4.2 Training. Each employee shall complete required training as mandated by regulatory agency standards (i.e., respiratory protection, blood borne pathogens, hazard

10/29/2013 6 communications, confined space, fall protection). The Contractor shall maintain a record of all training completed by contracted personnel and will facilitate access to these records for inspection purposes by the COR “and” or “or” inspections by outside regulatory agencies.

1.4.4.3 Risk Assessment. The Contractor shall perform and prepare a written risk assessment document for all employee related operations and work assignments under the scope of this contract. This risk assessment shall include a job hazard analysis (JHA) for each titled position, including but not limited to the following information: job title, job location, task description, hazard description, hazard controls, including required PPE, training required for each position, and date of analysis. Each job hazard analysis shall be reviewed at least every other calendar year to ensure changes to task description, hazard description, hazard controls and training requirements have not occurred. A written report of any changes will be provided to the COR.

1.4.4.4 Standard Operating Procedures. The Contractor shall develop and implement standard operating procedures (SOP) in writing to ensure that all operations under this contract are completed safely, with no adverse impact on the environment and meet all applicable international, federal, state and local regulations and standards. Copies of all SOPs will be provided to the COR. These documents become the property of the government.

1.4.4.5 The Contractor shall be responsible to determine which job classifications or specific tasks and procedures involve reasonably anticipated contact with blood or other potentially infectious materials and for providing protections of 29 CFR 1910.1030 to those employees. The Contractor shall take into account all circumstances of potential exposure and determine which employees may come into contact with sharps, blood, or other potentially infectious materials during the normal cleaning of rooms/offices, stripping of beds, and handling of laundry from initial pick-up through laundering. The contractor shall include as part of its safety plan a program specifically addressing blood-borne pathogens, as it pertains to the likely exposures to employees.

1.4.4.6 The Contractor shall adhere to existing Asbestos Operations and Maintenance Plan(s) maintained by the Government. All existing plans will be provided to the Contractor upon award of the contract. In accordance with existing Asbestos Operations and Maintenance Plan(s), the contractor shall provide a minimum of 16 hours initially and annual refresher asbestos training for all employees that will work with or in the area(s) of known Asbestos Containing Material (ACM) identified in the plan. The Contractor may also be required to manage other abatement activities through subcontract up to the limitations as set forth in Section H under Limitation of Contractor Obligation. Only licensed abatement contractors will be allowed to provide abatement services beyond the limitations above.

1.4.4.7 The Contractor shall properly placard, label “and” or “or” mark all items including but not limited to: vehicles, storage areas, containers, materials, devices and structures as required by regulatory agencies to include: Occupational Safety and Health Administration (OSHA), Department of Transportation (DOT), Alabama Department of Environmental Management (ADEM), Environmental Protection Agency (EPA) and Nuclear Regulatory Commission (NRC).

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1.4.4.8 The Contractor shall notify the COR ten days prior to bringing any hazardous material/substance as defined by 29 CFR 1910, 29 CFR 1926 or 49 CFR 172.101 onto a CDP sponsored work/training site. The Contractor will ensure that all contract personnel, CDP employees, students and/or visitors exposed or potentially exposed to any material/substance meeting the definitions of the above referenced regulations are properly trained in accordance with 29 CFR 1910.1200 – Hazard Communication. Materials safety data sheets (MSDS) for all materials/substances shall be maintained by the Contractor.

1.4.4.9 The Contractor shall dispose of spent fuels, batteries, tires, and other hazardous waste throughout the CDP campus excluding the COBRATF. All waste will be taken to an approved disposal area off-site. The Contractor shall pay all fees associated with the removal and disposal of hazardous waste. Any refunds gained by the Contractor will be credited to the government via invoice.

1.4.4.10 Safety Enforcement. If the Contractor fails to comply with safety requirements, the Contracting Officer or their designated representative(s) may stop all or part of the work until corrective action has been taken. No part of the time lost due to any such order will be made the subject of a claim by the Contractor for extension of time or for reimbursement of excess costs or damages. The Contractor shall designate an on-site safety representative(s) who shall be available (on-call) twenty-four hours a day, seven days per week. The safety representative(s) shall have the authority to speak for and act for the Contractor in all safety related matters and shall be prepared to meet with Government personnel at a designated CDP facility within 30 minutes during normal working hours (Monday through Friday between 7:30 a.m. and 4:30 p.m.) and within 2 hours of request outside normal working hours.

1.4.5 Proprietary Data. In the performance of services under this agreement, the Contractor employees may perform operations on data containing sensitive, proprietary information. All inquiries regarding operation systems, data base controls and contents, passwords or other matters shall be referred to the COR.

1.5 PERIOD OF PERFORMANCE.

The period of performance will be as listed below. The total performance period inclusive of options is 5 years.

Performance Period Performance Period Dates Phase-In 03/01/2014 to 03/31/2014 Base Period 04/01/2014 to 02/28/2015 Option Period 1 03/01/2015 to 02/29/2016 Option Period 2 03/01/2016 to 02/28/2017 Option Period 3 03/01/2017 to 02/28/2018 Option Period 4 03/01/2018 to 02/28/2019

In order to provide sufficient start-up time for training, equipment purchases and transfer of records, the successful offeror will be given a 1 month phase-in period. The incumbent contractor will be under contract through the transition period and will be responsible for services during this time

10/29/2013 8 period. At the end of the one month period, the successful offeror will begin contract performance and assume full responsibility for services. A base period of 11 months will then follow beginning on April 1, 2014.

1.5.1 Phase-In/Orientation Period

1.5.1.1 The contractor shall provide phase-in duties as described below. The contractor is expected to be at full performance at the completion of the phase-in period.

1.5.1.1.1 Become thoroughly familiar with work requirements and work procedures.

1.5.1.1.2 Finalize development of necessary work plans and procedures.

1.5.1.1.3 Complete personnel requirements including the hiring of personnel to assure satisfactory performance.

1.5.1.1.4 Ensure that all personnel obtain employment suitability clearances.

1.5.1.1.5 Complete training requirements.

1.5.1.1.6 Finalize the development of site specific quality control plans and procedures.

1.5.1.1.7 The Contractor shall become proficient in the navigation and standard operating procedures for the CDP’s computer maintenance management system (CMMS) (currently, Enterprise Asset Management (EAM) 7i) to effectively manage work orders, schedule preventive maintenance, track inventory, etc. by April 1, 2014.EAM 7i software is owned and administered by the CDP. User accounts and permissions will be established through contractor coordination with the CDP Information Technology (IT) section. The EAM 7i software currently integrates two

(2) maintenance/operations contracts, one for the COBRA Training Facility, and this contract for the remainder of the CDP campus; however, the database segregates each operation to allow for separate and unique maintenance management.

1.5.2 During the phase-in period, the Contractor's representative and the COR shall make an onsite, in-depth review of the total job requirements. The Contractor will be allowed access to the facilities to familiarize supervisors, key personnel, and staff with equipment, reporting, work scheduling, and procedures (including operations, priorities, safety, security, etc.). Arrangements for access to the Government facilities shall be made through the COR.

1.5.3 The Contractor shall make provisions for all required building, material, and equipment inventories to be conducted during the phase-in period. The Contractor shall coordinate these inventories with the COR and Asset Management. The Contractor shall sign a receipt for the items upon completion of the inventory provided in PWS Exhibit #6: Government Furnished Property.

1.6 PLACE OF PERFORMANCE.

The primary place of performance will be CDP facilities located in Anniston, Alabama.

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1.7 KICK-OFF MEETING

The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR. The purpose of the Kick-Off Meeting, which will be scheduled and chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Kick-Off Meeting will be held at the Government’s facility.

1.8 RECORDS AND REPORTS.

The Contractor shall prepare and submit complete and accurate records, reports and logs in accordance with Federal Acquisition Regulations (FAR) Part 45, other Federal, state and local requirements, and CDP policies and procedures. These daily, weekly, monthly, other recurring operating records, reports, logs, and other documents are specified as contract requirement submissions in Exhibit #3 of the PWS. The Contractor shall provide the COR, by 3:30 p.m. CST each Monday, with a written report of all unscheduled work accomplished during the previous week.

If Monday is a federal holiday, the report will be due on the following work day. Service orders shall be maintained by the Contractor for the life of this contract.

1.9 PROGRESS MEETINGS.

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility or at other mutually agreeable facilities.

The Contractor's representatives shall meet with the COR weekly during the first month of the contract. Thereafter, meetings will be held on a monthly basis throughout the life of the contract. A mutual effort will be made to resolve all problems. Written minutes of these meetings, prepared by the Contractor, shall be signed by the Project Manager and delivered to the COR within five working days.

1.10 GENERAL REPORT REQUIREMENTS.

The Contractor shall provide all written reports in electronic format using applications that are compatible with CDP Standard Workstation (Microsoft Office 2003 Applications and above).

1.11 QUALITY ASSURANCE SURVEILLANCE PLAN.

A Quality Assurance Surveillance Plan (QASP) is provided as Attachment A to the PWS. In general, the QASP sets forth the expected outcomes (objectives) of the contract, the service(s) required of the Contractor to achieve the objectives, and a performance standard per outcome. The QASP is not an exclusive remedy and inclusion of the QASP does not preclude the Government from using any other remedy available by law or contract terms including reductions in payment in accordance with any clause for inspection of services.

1.12 GENERAL INFORMATION

1.12.1 Workmanship. All workmanship shall meet or exceed the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry;

equipment manufacturers; Federal, State and local standards; and all applicable building and safety

10/29/2013 10 codes regardless of exemptions for federal facilities.

1.12.2 Access Control. Keys, proximity cards, remotes and security codes will be issued to the Contractor as appropriate. The Contractor shall receive and account for all access control items within the scope of this contract. Key and lock responsibilities will include both vehicles and facilities. The Contractor shall develop a plan for control of these items as a part of the Quality Control Plan. The Contractor’s plan shall ensure that access control items issued to the Contractor are not lost, misplaced, or used by unauthorized persons.

1.12.2.1 Should the security of a facility become compromised by the loss of an access control item by Contractor employees, the Contractor shall be responsible for re-keying/coding of locks or lock/code replacement as determined appropriate by the COR. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced at the expense of the Contractor.

1.12.2.2 Contractor employees shall not allow anyone the use of any Government access control item in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Contractor employees performing assigned duties. Any room found unlocked shall not be left unattended during the service process, and shall be relocked by Contractor personnel after completion of their service duties.

1.12.3 Working Hours. For the purposes of this contract, the Government’s regular (normal) working hours range from 7 a.m. to 6 p.m. CST Mondays through Fridays, except Federal holidays and facility closures due to inclement weather.

1.12.3.1 The Contractor shall be required to perform emergency critical services as defined in the SOW, 24 hours per day, 7 days per week, 365 days per year to repair or prevent damage to property.

1.12.3.2 HAZARDOUS EVENTS

In the event of a hazardous situation, such as but not limited to hazardous weather events:

1) The contractor shall submit a contingency plan to the COR for any event that may interrupt contractual services.

2) Essential contractor personnel may stay free of charge on CDP premises, but is not required to do so and is only offered as a convenience by the Government on a space available basis as approved by the COR.

3) Unless specifically designated by the Government, contractor personnel shall not be considered “on-call” and shall be free to do their personal affairs (outside normal work hours).

4) Contractor personnel specifically designated by the Government as “on-call” shall be entitled to normal pay during normal working hours, or overtime pay for hours in addition to or outside of normal working hours as approved by the COR.

5) Provision of lodging will not increase the Government’s financial obligation under this contract.

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1.12.4 Federal Holidays: The Contractor may be required to provide normal operating service on the following holidays if performance of work is required: New Year’s Day, Martin Luther King Jr.

Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

The working hours may be extended beyond the regular hours due to unforeseen weekend/holiday maintenance support, emergency on-call services, student services support, and any other program support related to CDP’s mission and goals.

1.12.5 Historical Workload Data. Government historical workload data for the previous year is outlined in Exhibit #4 for informational purposes. The historical workload data relates to the services and methods used in the past to provide similar services. The Contractor shall use this data cautiously to their advantage for the Government is not contracting for this historical level of service but for the best value package of goods and services. The historical data provided is for informational purposes only and is in no way guaranteed to be an accurate reflection of the effort that may be required under this contract.

1.12.6 CDP Contractor Orientation. Each employee working under this contract shall attend a CDP New Employee Brief when scheduled by the government. Each employee will attend automated external defibrillator (AED) and cardio pulmonary resuscitation (CPR) training when scheduled by the government. Each employee shall receive all required training as designated by the job hazard analysis (JHA) for the position hired before being allowed to begin work in that position.

All personnel operating General Services Administration (GSA) or other Government owned vehicles as part of their job description shall complete (on-line) defensive driving training;

additionally, all personnel required to obtain Department of Transportation (DOT) licenses as part of their job description shall do so prior to the operation of GSA vehicles. Requiring such licenses is mandated by DOT regulations. Training will be offered throughout the life of the contract. To the maximum extent possible, training will occur during the phase in period.

1.12.6.1 The Government will accommodate all Contractor requested training for the 7i work order software during the phase-in period.

1.12.7 Emergency Response Plan. In the event of warnings of impending disaster situations such as: natural disasters, terrorism, acts of war, fire, etc., the Contractor shall provide additional manpower to protect Government property and personnel. Contractor participation in emergency response planning and exercises shall be mandatory regardless of scheduled Contractor work.

Contractor will be responsible for providing and managing surge workforce if needed to protect Government property and personnel in the event of an emergency situation. Such work will be requested and authorized as an emergency work order as defined within the PWS and Technical Exhibits. The constraints set forth in Section H, Limitation of Contractor Obligations, will apply.

1.12.8 Facility Descriptions.

Facilities Descriptions Building

Identification Type of Building Total Interior

Square Footage Maintained Acreage

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Facilities Descriptions Building

Identification Type of Building Total Interior

Square Footage Maintained Acreage

Main Complex Building 61

Multi-level administrative building with adjacent parking

195,135 12.29

Noble Training Facility

Building 490

1 Multi-level administrative building with adjacent parking and 1 separate mechanical building

166,000 19.3

Advanced Responder Training Complex

3 single level (warehouse and mechanical) and 3 multi-level (training and administrative) buildings with adjacent parking

153,147 23

Lodging (900 Area) Including 9 dorms and 5 admin buildings

9 multi-level dorms (3 of which are not currently in use) and 5 single level administrative buildings (2 of which are not currently in use) with adjacent parking

Dorms 273,591;

Administrative

24,235

Mail and Maintenance

Building Building 40

Single level dry storage maintenance area with mail, shipping/receiving, storage areas and adjacent parking

27,000 3.4

Faith Wing

Multi-level administrative building with adjacent parking

37,729

2.09

2.0 GOVERNMENT DEFINITIONS.

2.1 DEFINITIONS.

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100% Inspection: A method of surveillance used by the Government for non-recurring tasks that occur infrequently, tasks that may have stringent performance requirements, or tasks that involve safety, health, or security concerns.

Acceptable Level of Maintenance. The level of maintenance which will preserve equipment and buildings in unimpaired operating condition that is, above the point where deterioration begins.

Acceptable Quality Level (AQL). The maximum number of defective service outputs considered acceptable in a particular sample size. Example: if AQL = 10%, Sample Size = 100, then up to 10 defective service outputs may be tolerated (Contractor will be directed to correct all defective service outputs when practicable): If the AQL is not reached for a particular sampling of services, the Contractor shall review the various parameters in its process to determine the areas causing the defects and make necessary corrections to prevent further defective service. By exceeding the AQL, the Contractor risks a deduction of payment for the service area proportional to the percentage of defective samples detected in the sample size.

Air Cooled Condensers. Air cooled condensers are generally outdoor units, roof or ground mounted, and can be horizontal or vertical with single or multiple banks of coils, banks, and casings. Fan drives are constant, variable or intermittent cycle type with special screens and damper provisions added for cold weather operation. An air condenser is considered a major component assembly of a refrigeration or air conditioning system.

Alteration. The work required to adjust interior arrangement, or other physical characteristics of an existing facility or relocation within an installation, so that it may be more effectively adapted to, or utilized for its presently designated purpose. This includes equipment installed in and made a part of an existing facility.

Breakdown. The stoppage or failure of equipment or a facility, or a component thereof, which requires immediate corrective action to restore it to an operating condition.

Building Codes. A set of written documents, periodically amended, containing methods and standards used to regulate the erection, construction, enlargement, alteration, repair, moving, removal, demolition, conversion, occupancy, equipment, use, height, area, and maintenance of all buildings or structures in a given jurisdiction.

Building In Service. A building currently in use by the CDP regardless of whether all rooms are occupied. A “Building in Service” will be maintained at a high state of readiness regardless of the number of guests or students being housed.

Call-Back. A request for additional service, such as maintenance or repair, when the initial service did not accomplish the desired end result; or a return visit to a site by the workman when, on the original visit, the necessary parties were not available.

Cannibalization. The removal of serviceable parts, components, or assemblies from one piece of equipment to be used as a replacement in other equipment or to fabricate another item.

Check. To examine, test or compare with a standard to verify that the item under surveillance is

10/29/2013 14 operating within design specifications. Also, referred to as inspect.

Clean. As used, generally means removal of dirt or impurities. As used for acceptance of work, means gleaming, bright, free from dirt, contamination, or impurities, unsoiled, unstained, recently laundered, fresh and unused, neat and tidy, having no flaws or roughness, clear, regular, or needing few corrections.

Cold Storage Facilities and Refrigeration Equipment. Cold storage facilities and refrigeration systems are reach-in or walk-in type coolers or freezers with associated direct expansion evaporators, reciprocating or hermetic compressors, interconnecting piping and outdoors or integral air cooled condensers.

Collection Station. The designated points where solid wastes or refuse will be assembled in proper containers or bundles for collection. May also be referred to as collection point, pickup station or collection site.

Combination Units. Combination units are generally outdoor units, ground, through-wall, or roof mounted, packaged in one enclosure, containing the components for providing both cooling and gas fired heating.

Contract Discrepancy Notice. A formal, written documentation of Contractor nonconformance or lack of performance for contracted work.

Contract Discrepancy Response. A response that the Contractor is required to make when notified via Contract Discrepancy Notice that performance is unsatisfactory.

Contract Non-Compliance. A failure of the Contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the Contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contracting Officer (CO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR). A person appointed in writing by the Contracting Officer to monitor performance, evaluate work, provide technical direction and inspect and accept completed work for the government.

Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Acquired Property. Property acquired or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Contractor Representative. A foreman, supervisor, or key personnel who have been given the authority, by the Contractor, to act on his or her behalf.

Cooling Towers and Evaporative Condensers. Cooling tower units are generally outdoor units

10/29/2013 15 normally roof or ground mounted with single or multiple cells. Water cooling towers shall be treated for scale, corrosion and algae as determined by water sampling. Cooling tower air can flow as induced (or forced) by mechanical draft or by natural draft as in a hyperbolic tower. Evaporative cooled condensers operate on the same principle as a cooling tower. Small cooling towers are labeled evaporative condensers whether they are open or closed-tube type. Evaporative condensers can be mounted indoors as well as outdoors. Normally, a cooling tower or evaporative condenser is considered a major component assembly of a refrigeration or air conditioning system.

Customer Complaints. A secondary method of surveillance by the Government for most tasks described in the PWS intended to supplement primary surveillance methods and provide additional substantiating evidence of potential non-compliant performance. Customer complaints may not be used to count against the AQL of a given service requirement. All customer complaints will be validated by the COR prior to being communicated to the Contractor for resolution; however, coordination with the Contractor may be necessary to validate the complaint.

Debris. Debris includes, but is not limited to, paper, cans, bottles, limbs, pine straw and pine cones, leaves, rocks and other similar items.

Defect. Lacking something essential, falling below the norm in structure or function.

Disinfect. Cleaning in order to destroy any harmful microorganisms by application of an approved chemical agent.

Emergency Service Call. A request for work (with short, specific response time) which constitutes an immediate danger to personnel, threatens to damage property, or will affect the mission requirements of CDP. The COR also has the authority to designate selected priority service calls as emergencies.

Environmental Protection. Applicable Federal, state and local laws, regulations and standards regarding environmental protection and pollution control.

Equipment in Place (EIP). Nonexpendable property of movable nature which has been fixed in place or attached to real property but which may be removed without destroying the usefulness of the structure.

Evaporative Coils (DX Type), Chilled Water Coils, Coolers. Evaporator coils are normally considered direct expansion or DX type which consists of piping, an expansion valve or similar devices. The coil may be duct-mounted or a fan could be mounted behind the coil to drive air through the coil. Cooler units are the normal cylindrical heat exchanger units used in HVAC&R work. Plate-type heat exchanger could also be used in cooler applications. Evaporators, chilled water coils and cooler are generally considered component assemblies of larger systems. These components units could be considered as separate system entities in themselves.

Engineer Work Package (EWP). A technical description of a required work order provided by the COR. An EWP includes a narrative scope of work and work instructions, technical drawings, listing of special conditions (safety, security, procedures, requirements, environmental issues, etc.), equipment specifications, if applicable, and end result or description of work to be accomplished.

An EWP is the document that the Government utilizes to specify new installations “and” or “or” minor alteration/renovation requirements to the Contractor.

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Facility. An establishment, structure, or assembly of units of equipment designated for a specific function.

Fair Wear and Tear. The amount of wear and tear, which would occur on a piece of equipment or component or facility if it were used and maintained in accordance with the manufacturer's recommendations.

Federal Acquisition Regulations (FAR). Regulating document for all Federal Government contracting procedures.

Fertilization. Fertilization is the process of applying nutrient elements to the soil where the soil has become deficient in nutrients essential for proper plant growth.

Fiscal Year. A period of 12 months beginning October 1 and ending September 30 of the following year. The fiscal year is designated by the calendar year in which it ends.

Freight. All property, both Governmental and personal, which is prepared for shipment with the Government Transportation System or Commercial system.

Frequency of Service.

Annual (A). Services performed once during each 12 month period of the contract at intervals of 345 to 385 days.

Semi-Annual (SA). Services performed twice during each 12 month period of the contract at intervals of 160 to 200 calendar days.

Quarterly (Q). Services performed 4 times during each 12 month period of the contract at intervals of 80 to 100 calendar days.

Monthly (M). Services performed 12 times during each 12 month period of the contract at intervals of 28 to 31 calendar days.

Semi-Monthly (SM). Services performed 24 times during each 12 month period of the contract at intervals of 14 to 16 calendar days.

Weekly (W). Services performed 52 times during each 12 month period of the contract at intervals of 6 to 9 calendar days.

Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or Tuesday and Friday.

Three times weekly (3W). Services performed 3 times a week, such as Monday, Wednesday and Friday.

Daily (D5). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

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Daily (D7). Services performed once each calendar day, seven days per week, including weekends and holidays.

General Site Plan. A plan showing what facilities exist, those proposed, and the location of both.

Government Furnished Property (GFP). Vehicles, equipment, tools and supplies in the possession of, or acquired directly by the Government, and subsequently delivered to or otherwise made available to the Contractor.

Government Property. All property owned by or leased to the Government, or acquired by the Government under the terms of the contract. It includes both Government Furnished Property and Contractor Acquired Property.

Inspection. The critical examination, checking, appraisal, or testing of a structure, piece of equipment, mechanism, system, or procedure against established standards to discover discrepancies and inefficiencies.

Install. Putting something into place that was not previously there before.

Installed Equipment. Those items of equipment and furnishings that are required to make the facility usable and are affixed as a permanent part of the structure. Included are items such as, plumbing fixtures and equipment, fixed heating, ventilating, cooling, air conditioning, electrical and fixed fire protection systems, elevators, lavatory counters, cabinets, and similar fixed equipment.

Maintenance. Recurring, day- to-day, periodic or scheduled work required to preserve or restore a real property to such a condition that it may be effectively utilized for its designated purpose; work undertaken to prevent damage to a facility that otherwise would be more costly to restore.

Maintenance & Service Essential. That maintenance required to be accomplished to preclude a breakdown which would jeopardize the operation of the facility. Included is work in direct support of missions and functions that support the training activities of CDP. Contractor response time shall be within (2) hours from receipt of request for service during both working hours and other than normal working hours.

Markup Drawings. Drawings or additions/deletions to engineering drawings showing changes or modifications to the original drawing(s) and indicating actual as-built conditions at the job site.

Also, referred to as as-built drawings.

Master Plan Drawings. Maps or drawings on which specific systems, such as the electrical distribution system, have been overlaid onto scaled site maps/plans in order to show precise locations relative to topographical and man-made features.

Occupied Room. Accommodations occupied by an official guest or student which requires daily attention.

Parcel. A given area of land. Each area shown on maps accompanying this specification is divided into various parcels.

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Performance Requirements Summary (PRS). Performance requirements are defined in this contract to mean results or goals to be achieved. The requirements have been purposefully defined to give the Contractor sufficient latitude in how it will achieve these results.

Periodic Surveillance. A method of surveillance used by the Government for tasks that occur infrequently and where 100 percent inspection methodology is not practicable.

Planned Overhaul and Parts Replacement. Extensive forms of scheduled services. Only qualified and certified personnel shall perform overhaul and replacements.

Pleasing Appearance. Pleasing appearance shall be construed to mean the original appearance with only minor unobjectionable deterioration resulting from normal wear and tear.

Preventive Maintenance (PM). The systematic care, servicing, and inspection of equipment, utility plants and systems, cafeteria/kitchen equipment, buildings and structures, and facilities for the purpose of detecting and correcting incipient failures and accomplishing minor maintenance.

Preventive Maintenance/Service Plan. A detailed description of the Contractor's intended plan for accomplishing work. This plan is used to ensure that the Contractor has developed sufficiently responsive and cost effective procedures to deliver adequate service(s). A Service Plan also serves as basic information and as a reference document describing the methods, procedures, and controls that the Contractor intends to use in providing the required services.

Priorities. 1) Emergency

2) Service Essential, Urgent

3) Routine, High Priority

4) Routine, Low Priority

5) Time Permitting

Project. A single undertaking or task involving maintenance or repair or alteration or equipment-in-place in which a facility or group of similar facilities are treated as an entity with a finite scope.

Project Files. A complete historical record of the project from inception to completion, maintained by the COR. Correspondence and other documentation pertinent to the project shall be included in the project files at all appropriate levels. This shall include inspection reports and memorandums for records pertaining to decisions resulting from discussions, meetings and telephone conversations.

Qualified Personnel. "Qualified" is defined here to mean having the requisite experience in work which can reasonably be expected to enable the person to perform satisfactorily under this contract.

Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Quality Assurance Evaluator (QAE). A person responsible for conducting contracting evaluations to ensure contract standards are achieved.

Quality Assurance Surveillance Plan (QASP). The Government owned document stating the

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Quality Control. Those management functions including, but not limited to, training, procedures, inspections, and tests necessary to ensure that Contractor products and services conform to contract requirements, specifications and standards.

Quality Control Plan. All necessary measures taken by the Contractor to ensure that the quality of an end product or service will meet the contract requirements regarding timeliness, accuracy, appearance, and conformity to appropriate standards and specifications.

Random Sampling: A method of surveillance by the Government used for recurring service outputs to assure a sufficient evaluation of contractor performance. Random sampling allows every service output for a given service requirement an equal chance of being selected Samples will be inspected for compliance with the PWS. When practicable, the contractor will be given the opportunity to correct deficiencies detected; however, deficiencies that cannot be corrected will be counted toward the acceptable quality level (AQL) indicated in the Performance Requirements Summary (PRS).

Relamping. A procedure by which the Contractor inspects each building included in this contract in order to systematically replace burned out and/or blinking tubes and bulbs.

Repair. The restoration of a failed or failing real or personal property, facility or component thereof, cafeteria/kitchen equipment to such condition that it may be effectively used for its designated purpose by overhaul, overlay, reprocessing, or replacement of constituent parts that have been damaged by action of the elements or wear and tear in use.

Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials ready to perform the work required.

Servicing. All routine, non-emergency support and upkeep activities performed on systems and/or components to maintain them operating efficiently.

Shall. Is imperative.

Space. A space is an area to receive custodial services which may or may not be considered a room by common definition. Examples of spaces are definable sections of hallways, stairwells, lobbies, offices, entrances, and elevators.

Standard. An acknowledged measure of comparison.

System. Includes all mechanical, electrical,…