Attachment_1_FOMS_Performance_Work_Statement_03-30-17.pdf

PERFORMANCE WORK STATEMENT: CDP Facility Operation and Maintenance Support

(COBRATF)

Performance Work Statement (PWS) CDP Facility Operations & Maintenance Services (FOMS)

Center for Domestic Preparedness Federal Emergency Management Agency

Department of Homeland Security 03/08/17

Table of Contents

Vision Statement

1 Introduction

1.1 Mission

1.2 Background

1.3 Scope

2 General Requirements

2.1 Business Relations

2.2 Kick-Off Meeting

2.3 Contract Administration and Management

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location and Hours of Work

2.7 Travel / Temporary Duty (TDY)

3 Performance Requirements

3.1 Facilities Operations and Maintenance

3.2 Safety Management

4 Special Requirements

4.1 Security, Privacy, Safety and Proprietary Data

4.2 Phase-in/Phase-out

4.3 Government Furnished Facilities, Property, Equipment, Materials, and Services

4.4 CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES

4.5 Mail, Parcels and Freight

4.6 Quality

4.7 Building/Facility Operating Plan

4.7.3 Curtailment Program

4.7.4 BAS Alarm Response

6 Related Applicable Documents and References

6.1 Agency Acronyms

6.2 Definitions

Performance Work Statement (PWS) CDP Facility Operations & Maintenance Services (FOMS)

(COBRATF)

Vision Statement The COBRATF is committed to providing the Nations emergency responders and receivers with high quality hands-on training in order to prepare for, protect against, respond to, recover from, and mitigate all hazards with an emphasis of chemical, biological, and radiological threats. The COBRATF safely operates and maintains a toxic agent training facility to present nerve agents and biological materials in a realistic training environment.

1 Introduction This is a Performance Based Service Contract and the success of the Contract depends on the satisfaction of the requirements, but also the satisfaction of our shared customer. Rather than a mere list of activities, this is a written expression of the Center for Domestic Preparedness's (CDP) expectation of the service to be performed by the Contractor. A higher level of effective communication between the Government and Contractor is essential for partnering and for the performance based service contract to succeed. The success of this Contract is shared between the Government and the Contractor. More emphasis is placed on the Contractors self-management of quality, not the usual external inspection by Government Inspectors, although that is a part of this Contract as well. All parties should act proactively to ensure the requirements of this contract are met in an efficient and effective cost effective manner.

1.1 Mission

The CDP is a national training facility located in Anniston, Alabama that prepares Federal, state, local and tribal emergency response personnel to respond to all hazards, including terrorist attacks using weapons of mass destruction, by providing advanced, hands on training. This national training program was developed for state, local, tribal, Federal, private sector and international responders from Fire Service, Law Enforcement, Emergency Medical Services, Emergency Management, HazMat, Public Health, Healthcare, Public Communications, Public Works and Government Administrative and other emergency response personnel, their trainers and supervisors.

1.2 Background

The CDP is a federal entity (a component of the Department of Homeland Security). On March 1, 2003 CDP transitioned from Department of Justice (DOJ) to the Department of Homeland Security (DHS). CDP was subsequently included in the new DHS Preparedness Directorate.

Enactment of the Post-Katrina Emergency Management Reform Act (PKEMRA) on April 1, 2007 resulted in the realignment of most DHS Preparedness Directorate functions to FEMA. FEMA established the National Preparedness Directorate (NPD) and aligned many of the former DHS Preparedness Directorate functions into the NPD including CDP. Training courses provided by the CDP provide specific knowledge and expertise for deterrence, prevention, response, mitigation and recovery to Chemical, Biological, Radiological, Nuclear and Explosive (CBRNE) incidents; mass casualty incidents; and incidents involving hazardous materials by providing advanced, hands-on and classroom-based state of the art training. During FY- 13, the CDP trained a total of 60,093 students including 17,858 resident students, 30,822 non-resident and 11,413 indirect students.

The CDP occupies seven major areas of the former Fort McClellan, Alabama:

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

2) CDP Advance Responder Training Complex (ARTC), Multi-Level Building

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

4) CDP Noble Training Facility (NTF), Building 490, Multi-Level Building

5) Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF)

6) Maintenance Building, Building 40

7) Truman Gym

1.3 Scope

The intention of this requirement is to obtain contracted comprehensive facility operations and maintenance services to DHS/Federal Emergency Management Agency (FEMA)/Center for Domestic Preparedness (CDP)/Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF) located in Anniston, Alabama. The COBRATF has unique requirements to manage a training venue where chemical agents (GB and VX) and biological agents (Ricin and Bacillus Anthracis ) are used in a specialized training environment. This will require contractor support on a 24-hour, 7-day-a-week basis. The Contractor shall provide all support services as identified in this performance work statement. The object 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.

The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, inspection, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property lines of the COBRATF, to include but not limited to the following:

a. Electrical systems and equipment.

b. Mechanical, plumbing, Building Automation System (BAS) where applicable (where BAS/ ECMS systems are connected to the CDP network, the Contractors employees will need to obtain a CDP account to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment.

c. Fire protection and life safety systems and equipment.

d. All control systems that are within the scope of this Contract. All Building Automation Systems (BAS), Public Address Systems, and Lighting Systems that are within the scope of this Contract.

e. Architectural and structural systems, fixtures, and equipment within the site (to the property line as described in the Facilities Layout attachment).

f. Service request desk operations as identified in the PWS, to include record keeping using a computerized maintenance management system (CMMS) or by other means as well as other administrative functions.

g. Maintenance of landscape irrigation systems.

h. Tools and maintenance equipment (including testing equipment).

i. Vehicle barrier systems and static and dynamic bollard systems.

j. All doors and windows.

k. Autoclave system

l. The Contractor shall maintain all fixed equipment and systems.

m. Storm drainage systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment.

n. Facility roofing systems

o. The U.S. flag pole, lighting and pulley system.

p. All site drainage systems.

q. Lightning protection system.

r. Updates of software/firmware to latest revision and update software licenses for BAS

s. Incinerator system and equipment.

t. Water storage system and treatment (including water tower).

u. Contaminated waste disposal, to include hazardous waste.

v. Compressed gases.

w. Air filtration system (filter banks)

x. Safety operations.

y. Package Boilers

This performance work statement is intended to be performance oriented. However, due to the hazards that could be encountered in preparation for and during the conduct of chemical and biological agent training, some tasks are specific and must be executed exactly as required in applicable procedures. The Contractor is invited and encouraged to provide a technical solution which identifies a more performance oriented approach.

1.3.1 Excluded From This Scope

To provide clarity and to insure that the Contractor does not interfere other COBRATF Contractor's work, the following are excluded from this scope.

a. Security systems

b. Telecommunication systems.

c. Equipment assigned to, or owned and operated on, other contracts.

d. Furnishings (not installed as fixtures).

e. Paper, soap, and hand-sanitizer dispensing equipment in restrooms.

f. Handheld radio systems and equipment.

g. Equipment owned by servicing public utilities.

h. Upgrade of software and software licenses (to include building automation systems (BAS) and CMMS).

i. Training support equipment.

j. Locksmith services

2 General Requirements This section describes the general requirements for this effort. The Contractor shall:

a. Be responsible to make the management and operational decisions to meet the requirements and quality standards under this contract.

b. Use innovation, technology and other means and methods to develop and perform the most efficient and effective operations and maintenance services for the building.

c. Implement an effective Quality Control Plan (QCP).

d. Implement an effective service call system, as specified in the requirements of this contract that results in prompt, professional, and courteous resolution of tenant concerns.

e. Keep the Contracting Officer (CO) or COR informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information requested by the CO or COR.

f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

g. Provide training to their employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances.

h. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall with the approval of the Contracting Officer, implement the required action and within 30 calendar days, submit to the CO a price proposal for such change. If the CO an equitable adjustment is substantiated a modification to the Contract will be issued.

i. The Contractor shall provide facility operations and maintenance functions in accordance with established plans, manuals and SOP's.

The following sub-sections provide details of various considerations on this effort.

2.1 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of work/tasks. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. The contractor and their employees shall conduct themselves in a professional manner at all times on this contract.

2.2 Kick-Off Meeting

The Contractor shall coordinate with the Contracting officer to set up a date and time for the Kick-Off Meeting. The Contractor shall be responsible for providing the names of the attendees and getting security clearances prior to the meeting. The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR at a date to be determined. The purpose of the Kick-Off Meeting, which shall be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project management plan. The Kick-Off Meeting shall be held at the Governments facility.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The Contractor shall manage the total work effort associated with the operations and maintenance services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, and quality control. The Contractor shall provide staff with the necessary management expertise to assure the performance of work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at COBRATF and the contractor's corporate offices. The contractor shall provide an organizational chart that clearly delineates the lines of authority and responsibilities. This organizational chart shall be kept current. Onsite contract management shall communicate with the corporate office, subcontractor, and the COR/CO.

Communications will be between the Government and Contractor, the Government has no privity with the subcontractor.

2.3.1.1 Maintain Communication with the Government

Maintain communication with the Government during normal duty hours and after hours for emergencies.

a. Immediately notify the COR, Safety or Government representative of any recognized safety hazard that might severely affect the facilities or occupants.

b. Develop and submit to the CO or COR within 10 days of Contract award a list of key personnel and emergency contact information (which may include subcontractor contacts, as applicable).

2.3.1.1.1 Communication Equipment

The Government will provide key operational personnel (managers, supervisors, and duty mechanics) with portable electronic means to communicate with CDP/COBRATF for service requests, emergencies, status of projects, etc. All equipment issued will be issued on a hand receipt. Electronic communication methods may include the following:

a. Phone/Emails/Text messaging devices.

b. Fax. Receiving and sending faxes is acceptable as a secondary communication method for locations that have problems with wireless device signal strength. However, delaying faxes because of combined usage of voice and fax on the same line is not acceptable.

c. Handheld radios for site communications. The government will provide radio operation training.

2.3.1.1.2 Onsite Records

The Contractor shall ensure that all records required by the Contract, or produced in performance of work under the Contract, are maintained in an organized manner onsite in electronic format and are made available to the Government when requested. The Contractor shall receive, maintain and gather data, as well as other materials including records and manuals, related to the support and operation of Government facilities. The Government retains ownership of all databases, information, and other materials received or developed by the Contractor in support of this Contract at all times. The Contractor shall maintain, safeguard and turn over all records to the Government at the expiration of the contract period.

2.3.1.1.3 Service Request and Administrative Support

The Contractor shall operate a service request and administrative support function during normal working hours, to act as a central point of contact for the Government and building occupants to take service requests, and track and maintain service request records in the

CMMS.

2.3.1.1.4 Use of Computerized Maintenance Management System (CMMS) The Contractor shall use the Government-furnished CMMS to include validating and updating the equipment inventory database, including all data fields specified by the COR. The Contractor shall attend the CMMS training provided by the government. Where not previously established, the Contractor shall construct the inventory database. The Contractor shall use the CMMS to identify, control, track, and schedule preventive maintenance work, service requests, and equipment inventory. The Contractor shall track historical maintenance and repair activities for each work order received during the performance of the Contract. The Contractor shall track historical maintenance and repair activities (including tasks, man-hours, materials, and other costs associated with work completion) for each work order received during the performance of the Contract. All work done by the Contractor shall be accomplished under a CMMS work order.

Equipment inventory data for each type of equipment shall at a minimum conform to the data acquisition requirements and data shall be provided by the Contractor in a format compatible with the current CDP system as specified by the COR. The Contractor shall provide reports to the COR or government staff as requested and in the format and media as requested. On a yearly basis, the Contractor will complete a CMMS audit in a format provided by the COR or Government employee. The Contractor will correct any deficiencies noted on the audit within in a 30 days of receiving the report.

Currently there are efforts to upgrade the current CMMS. When this occurs the Contractor shall be required, if necessary, to transfer all data from the current CMMS system database to the upgraded CMMS as specified by the COR or Government representative. Contractor shall transition to the upgraded CMMS upon notification by COR that the upgraded CMMS is ready transition. Contractor shall have 90 days to complete this transition and begin use of the agency

CMMS.

2.3.1.2 Key Personnel

The following positions are deemed "Key Personnel" on this contract:

Project Manager

On Site Supervisor (Deputy PM)

Quality Specialist

Safety Specialist

Electrician II

Electronics Tech

HVAC Specialist

Metrology Tech II

2.3.1.3 Work Control

The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within one hour of the inquiry during regular working hours, and within four hours after regular working hours. All work materials, parts and supplies used in fulfilling requirements of this contract shall meet or exceed the requirements of the original design intent and/or any applicable local codes adopted.

Overtime for personnel shall be pre-approved by the COR. Reports on the status of work requirements shall be provided when requested by the contracting officer/COR.

2.3.1.3.1 Work Schedule

The Contractor shall be responsible for creating a work schedule that results in completion of all requirements as stated herein. The work schedule can be adjusted for personnel based on reasonable and prudent practice. Alternative work schedules must be justified by the Contractor and approved by the COR before implementation.

2.3.1.3.2 Work Documentation

All work performed under the contract shall be documented by either an approved schedule, or an approved service work order. The Contractor shall provide the COR, by 12:00 p.m. each Tuesday, with a written report of all unscheduled work accomplished and in progress during the previous week. Service orders shall be maintained by the Contractor for the life of this contract.

2.3.1.4 Maintenance Program

The Contractor shall establish an effective system for scheduling and performing scheduled preventive maintenance on all building/facility equipment and systems requiring a preventive maintenance procedure covered under the scope of this Contract. The Contractor shall submit this system to the COR, including the list of items receiving a preventive maintenance procedure as well as the specific maintenance standard or guide describing the preventive maintenance procedure and frequency for approval within 30 days after contract award.

2.3.1.4.1 Maintenance Standard

As part of the Contractors established system for scheduling and performing scheduled preventive maintenance, the Contractor shall propose to the Government predictive maintenance standards or guides for each piece of equipment where the manufacturer/designer recommends preventive maintenance. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor shall be based on; manufacturers recommended maintenance or the most current Public Buildings Service Operations and Maintenance Standards (PM Guide) or guides proposed by Contractor. If the Contractor uses the most current version of the PM Guides then the Contractor assumes responsibility that the PM guides are all inclusive of all the required preventive maintenance requirements for equipment and systems in the building. The preventive or predictive maintenance standards proposed by the Contractor may be based on a combination of equipment manufacturer’s recommendations, the PBS O&M Standards, (PM Guide), sensor technology, diagnostic software, Contractors experience and other sources. The equipment requiring Contractor proposed preventive or predictive maintenance standards or guides shall include all of the building equipment when any of the following equipment characteristics apply:

a. The equipment normally requires periodic replacement of consumable components.

b. The equipment normally requires periodic or occasional cleaning.

c. The equipment has moving parts.

d. The equipment is prone to failure before overall obsolescence of the system it serves.

e. The equipment is of a type itemized in the American National Standards Institute / International Electrical Testing Association (NETA), Maintenance Testing Specifications.

f. The equipment requires inspection, testing, and maintenance in accordance with National Fire Protection Association (NFPA) codes and standards.

g. The equipment requires maintenance in accordance with any other provision of this Contract.

The contractor shall schedule preventive maintenance on new equipment in the CMMS system when the extended maintenance service is completed by the installer and ensure that all pertinent warranty information and proposed maintenance plans are sufficient to uphold our obligations under the warranties.

[[[ . The Contractor shall be required to use the NFPA Codes and Standards specified in this document to perform inspections, testing, and preventive maintenance of fire protection and life safety systems and equipment. In addition, the Contractor shall be required to follow the specific testing and inspection frequencies and methods specified in such NFPA Codes and Standards.

The Contractor shall record such inspection and testing services on the appropriate NFPA inspection and testing forms]]].

2.3.1.4.2 Building Automation Systems (BAS) Control Systems

Control systems shall be maintained as designed. The Contractor is responsible for all system hardware; for keeping software functioning as necessary; for making set point adjustments as necessary and appropriate; for other than reloading programs and for making operator level changes such as set point adjustments. The Contractor is also responsible for periodic backups when the CDP IT office does not provide this function. The Contractor is not responsible for upgrading software but should inform Government of software update revisions and patches.

The Government may upgrade or change control system software or reprogram control systems during the performance period of the Contract. If the Government provides operator level training and operator level documentation for the Contractors use, the Contractor shall not claim additional payment for changing to the new or upgraded software or control programs. The Contractor shall not modify sequences of operation or control programs or run systems manually without prior approval of the COR or Government subject matter expert (SME).

2.3.1.4.3 BAS Reporting

The Contractor is responsible for notifying the Government if a sequence of operations or its implementation as a control program is not producing the desired results or is resulting in unnecessary energy use. The Contractor is responsible for notifying the COR and CDP IT if any systems are running out of sequence or manually. All instances shall be reported to the COR, CDP IT and COBRATF Operations immediately and documented in the monthly report. The Contractor is responsible for retaining an adequate level of expertise to manage the control systems.

2.3.1.4.4 Preventive Maintenance Plan/Schedule.

The Contractor shall submit a Preventive Maintenance Plan/Schedule to include schedules for all functions for CORs approval within 30 days after award of contract (, but in any event no later than commencement of work.), 30 days after the exercise of the option to renew and whenever the methods, procedures, or controls used are changed by the Contractor. Reference Section J, Attachment 14. Once approved, all work shall be performed in strict compliance with the Plan/Schedule to facilitate the Government's inspection of the work. The Contractor shall not make any changes to the Plan without prior approval of the COR. In any circumstance in which contract specifications conflict with the Plan, the contract specifications shall take precedence.

2.3.1.5 Interference with Government Business.

The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be unavoidable, the Contractor shall notify the COR and be responsible to make every effort to minimize the impact of the interference, inconvenience, etc.

2.3.1.5.1 Contractor Cooperation

Attention is invited to the fact that government personnel or other Contractors may be engaged in similar and supporting work, requiring close cooperation. The Contractor for this contract shall cooperate with these individuals and avoid conflicts with performance and work schedules.

2.3.1.6 Rights of the Government to Perform Contract Functions with its own Personnel.

The Government reserves the right to perform or supplement performance of contract functions with Government personnel during periods of disaster, war emergencies, police actions or acts of God. Such performance shall not constitute a breach of contract by the Government within the meaning of the contract clause entitled "Default." The Contractor agrees under such circumstances to permit the Government to use any essential Contractor-furnished property.

2.3.1.7 Disruption of Contractor Work Schedule.

The Contractor shall promptly notify the COR when it appears that Government activities, personnel, or other Contractor's projects are hindering the effective execution of work efforts.

2.3.1.8 Energy Conservation Program.

The Contractor shall develop and provide an Energy Conservation Plan as prescribed in federal government regulations. The plan shall describe in detail the methods and training planned to provide the necessary information to Contractor and Government personnel as to the knowledge of energy conservation measures and procedures. A copy of this program shall be furnished to the COR for approval within thirty (30) calendar days after contract award.

2.3.1.9 Daily Operations Support

The Contractor shall provide additional manpower to support and protect Government property and personnel at the discretion of the contracting officer. Contractor participation in daily operations, exercises, planning, emergency response, recovery, and Continuity of Operations shall be mandatory regardless of scheduled Contractor work.

2.3.1.10 Daily Accountability.

The Contractor shall email an accurate accountability/situation report to the COR by 8:30 AM (CST) daily. The format and method of providing the report will be coordinated with the COR.

2.3.1.11 Tours

The Contractor shall tour major building equipment at set frequencies. Log sheets associated with major operating equipment shall be completed at the time of tours and the information recorded in the CMMS. At the commencement of Contract performance, COR will direct the Contractor to include on the log sheets established design condition numbers for reference against actual readings at the time tours are performed. Paper log sheets need not be used for equipment monitored and data logged by the BAS, if such monitoring and data logging provides a sufficient database of operating data to allow for analysis of trends in equipment performance and troubleshooting. The Contractor shall document all tours completed in the CMMS. All findings noted during the tour shall be entered as remarks on the tour sheet and a work order shall be initiated for corrective action by the Contractor.

2.3.1.11.1 Operating Logs and Tour Check Sheets

Operating logs and tour sheets shall be maintained by the Contractor for major equipment.

Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment and the information recorded in the CMMS. Tour check sheets shall be stationed at major points for building tours (for example, air handler rooms).

These shall be checked, initialed and dated by the Contractor when tours are performed. There shall be a different checklist columns on a standard tour check sheet for each frequency. Tour sheets shall contain columns for major operating parameters and shall indicate the tolerance bands for acceptable performance, where available.

2.3.1.11.2. Tour Frequencies

Minimum:

DAILY: Major HVAC equipment (when in operation), including boilers, chillers, cooling towers, pneumatic control air compressors, and air handler rooms. Fire alarm system control units (e.g.

fire alarm system control units shall not have any unwanted trouble conditions). Steam system reducing and regulating stations and special HVAC systems for critical functions.

a. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, and generators.

b. TWICE PER MONTH: Battery systems and uninterruptible power systems (UPS).

c. MONTHLY: Transformers, secondary electrical rooms, switchgear and primary electrical equipment rooms, condensate drip pans and roofs.

2.3.1.11.3 Monitoring of Central Plant Equipment

Where central plant equipment and chillers, boilers are not (1) controlled through a sequence of operations programmed in a BAS, and (2) centrally alarmed with alarm paging, operational watch procedures, in addition to tour requirements specified elsewhere in this document, shall be performed as follows:

a. Monitoring the starting, stopping, and loading of equipment.

b. Checking all operating equipment in the watch area every 2 hours.

c. Recording operating data in appropriate logs or records every 2 hours.

d. Making adjustments at the central control panel in response to changing operating conditions.

For fire protection and life safety systems, tour frequencies shall be in accordance with the requirements in the applicable NFPA code and standards.

2.3.1.12 All-Hazard Exercises

The Contractor is required to participate with existing personnel in all CDP exercise seminars, workshops, tabletops, drills, functional exercises and full-scale exercises for inclement weather, pandemic, vehicle accidents, accidents/events involving employees, accidents/events involving students, shelter-in-place, evacuation, fire, continuity of operations and other hazardous incidents. Exercises are scheduled at least quarterly and require varying levels of support (manning and material) for a short time frame generally not exceeding two hours.

2.3.1.13 Continuity of Operations (COOP) Support

As a baseline for preparedness for the full range of potential emergencies, all federal agencies are required to establish and maintain a viable COOP capability, which ensures the performance of their essential functions during any emergency or situation that may disrupt normal operations. The Contractor will establish a Continuity of Operations Line of Succession for all contractual activities and provide the plan to the COR within 30 days of contract award.

The Contractor will maintain records in accordance with the CDP COOP Plan under Section J, Attachment 9. If the CDP activates their COOP, the Contractor will at the direction of the contracting officer or designated representative perform work in support of CDP COOP activities. The type and quantity of COOP support is dependent on the type and magnitude of event, emergency, or disaster that requires COOP activation. The contractor must develop a COOP plan that supports the CDPs plan. The contractor must maintain continuity of purchasing and invoicing transactions, data pertaining to infrastructure components managed by CMMS and other databases used by the contractor.

Emergency Operations Plan:

The Contractor shall be responsible for developing an emergency operations plan within the building operating plan (BOP) referenced in section J Attachment 9, and shall become thoroughly familiar with the Governments occupant emergency plan as applicable. The Contractors plan shall include the following information: position and contact phone number of each Contractor person, what each position is responsible for in each emergency, general administrative support the Contractor will provide during emergencies and any subcontractor support and contact information.

2.3.1.14 Sensitive But Unclassified/for Official Use Only (FOUO) Information The Contractor will comply with CDPs published policies concerning sensitive but unclassified/FOUO information in accordance with DHS Management Directive 11042.1 and its successors. Documents provided to the contractor marked SBU or FOUO will be managed as marked in accordance with stated directive DHS Management Directive 11042.1.

2.3.1.15 Personally Identifiable Information (PII).

Examples of PII per the FEMA privacy office include: name, date of birth, mailing address, telephone number, email address, zip code, FEMA Student Identification Number Database (SID), certificate/license numbers, vehicle identifiers including license plates, uniform resource locators (URLs), Internet protocol addresses, photographic facial images, or any other unique identifying number or characteristic. The Contractor shall adhere to all FEMA Privacy Policies.

2.3.1.16 Sensitive Personally Identifiable Information (SPII).

Examples of SPII per the FEMA privacy office include: Social Security Number; driver’s license numbers; biometric identifiers (e.g., fingerprints); financial account number; citizenship or immigration status; medical information; ethnic, religious, sexual orientation or lifestyle information; performance ratings, drug test results and the fact of participation in rehabilitation programs; and account passwords in conjunction with the identity of an individual. The Contractor shall adhere to all FEMA Privacy Policies.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirements of this contract. The contractor shall respond to Government requests for contractual actions in the time frames specified within this document and contract terms and conditions. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract and/or task orders. The contractor shall assign work efforts and maintain proper and accurate time keeping records of personnel assigned to work on the requirement. The Contractor shall provide reports and contract related documents upon Government request. Contractor shall report any deficiencies in resources that would prevent the Contractor from meeting the requirements of this contract.

2.3.2.1 Records and Reports

The Contractor shall prepare, maintain, and submit complete and accurate records, reports and logs in accordance with Federal Acquisition Regulations (FAR) Part 45, other federal requirements, and CDP policies or procedures. These daily, weekly, monthly, other recurring operating records, reports, logs, and other documents are specified as contract requirement submissions listed under Section J, Attachment 8 Deliverables.

2.3.2.1.1 Monthly Progress Reports

The Contractor shall develop a monthly progress report using CMMS data, describing the status of maintenance and operations as of the last day of the performance month. The report shall be submitted to the by the 10th working day of the subsequent month. This report shall include:

Work Order status of all types of maintenance, repairs, service calls (highlight overdue and tenant complaints), to include deferred, completed, and active (include estimated completion date), by type of work i.e., repair, and work orders resulting from testing and inspections, and any equipment out of service.

a. Explanation of any equipment, designed to be controlled by the BAS, operating in manual mode as of the end of the performance month, and of any other overrides to sequences of operations in effect as of the end of the performance month.

b. Operating schedule changes (manual or programmed)

Description of any lost time accidents or other safety problems, including incidents involving hazardous materials that occurred during the performance month

c. Copies of quality control inspections performed during the month attached to the report.

d. Waste treatment and disposal reports.

e. Copy of subcontractor arrival and departure reports

f. Monthly water treatment test results

g. Recalibration documentation of advanced metering and test equipment.

h. When testing is performed, the Contractor shall submit results with the next monthly progress report

i. Refrigerant control logs shall be updated as required, and a copy sent with the monthly report.

j. The Contract shall record the fuel levels monthly and report findings in the Monthly Progress Report

k. Review of energy performance trends as of the end of the performance month and description of likely causes of significant changes from the same month 1 year prior.

l. Check and record diesel fuel levels

m. Problems and difficulties encountered on the contract.

n. Assistance or guidance required of the COR or the Contracting Officer.

o. Summary of major work not completed during period.

p. A summary of accident, incidents, and near misses.

q. And other requested information.

2.3.2.1.2 Monthly Financial Reports.

The Contractor shall furnish a Monthly Financial Report to the COR not later than the tenth (10) day of the month following the month being reported. The Monthly Financial Report shall cover the period beginning with the first of the month and continuing through the end of the month, except for the partial period of the months the contract begins and ends. The financial report shall show "Monthly Expenditures, "Expenditures to Date, and the "Balance Remaining in the following categories of cost:

- Other Direct Costs

- Overtime Costs

2.3.2.1.3 Monthly Personnel Report.

A monthly personnel report shall be provided to the Government with the total counts for the following categories:

Full-time employees

Part-time employees

Subcontractors

On-call

Temporary

New hires

Losses

Total employees

This report is due the 1st day of each month.

2.3.2.1.4 Quarterly Race Nationality Origin (RNO) Report.

A quarterly RNO report shall be provided to the Government. This report is due the 1st day of each quarter.

2.3.2.1.5 Additional Reports

During the course of the contract, it is possible that additional reports will be required. If such needs do occur, the COR will supply the Contractor with all of the specifics and a negotiated change will be issued.

2.3.2.2 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. During the phase in period the contractor shall meet with the COR on a weekly basis.

2.3.2.2.1 Regular Periodic Status Meetings

Shall be held between the COR and the Contractor. The status meetings shall alternate in subject and may be attended by the CO and other Government personnel. The meeting agenda shall include: 1) Maintenance, 2) Service Requests, 3) Funding issues, 4) Project Work, or any other subject desired by the Contractor or Government. The purpose of these meetings shall be to discuss and record status of projects and to make decisions on priority for projects. The COR may invite any Government personnel or Contractor employees they deem necessary for the meetings. Written minutes of these meetings, prepared by the Contractor, shall be signed by the Project Manager and the COR and delivered to the COR within five (5) working days for review and approval.

2.3.2.2.3 Performance Evaluation Meetings. (PEM)

The Contractor's representatives shall meet with the COR weekly during the phase in period for the PEM. Thereafter, meetings will be held on a monthly basis. This meeting will be to discuss the performance of the Contractor in meeting the contract requirements. This meeting will provide an opportunity to provide feedback and discuss performance assessment of the Contractor's performance during the previous month. The purpose of the PEM is to discuss the observed Contractors performance with the COR and provide an opportunity to for the Contractor to provide a self-assessment of their performance during that period. Topics of discussion will be Management, Quality, Schedule, Regulatory, and other areas deemed necessary. Past performance information is relevant information, for future source selection purposes, regarding a Contractors actions under a previously awarded contracts. It includes, for example, the Contractors record of conforming to contract requirements and to standards of good workmanship; record of forecasting and controlling costs; adherence to contract schedules, including the administrative aspects of performance; history of reasonable and cooperative behavior and commitment to customer satisfaction; reporting into required databases; record of integrity and business ethics; and, business-like concern for the interest of the customer. 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 the COR and delivered to the COR within five (5) working days for review and approval.

2.3.2.3 General Report Requirements

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

2.3.3 Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. Special training or certifications may be required under this contract, the Contractor shall coordinate and schedule the training of employees requiring this training. The contractor shall make necessary travel arrangements for employees for Government required travel (special training,..). The Contractor shall provide administrative support for personnel actions such as but not limited to: in processing, out processing, ancillary training, etc. The contractor shall comply with the requirements of the U.S. Department of Labor Wage determination prescribed in this contract.

2.3.4 Quality Control System

The Contractor shall provide a system to ensure quality control for all work performed. The system shall be in compliance with the ISO-9000 quality management system requirements.

The Contractor shall maintain an adequate workforce in accordance with the time and quality standards specified herein. A written notification of any non-compliance shall be provided by the Contractor by electronic mail to the COR within 24 hours after discovery of the non-compliance.

The proposed method of resolution shall be provided by the Contractor to the COR within five working days after electronic mail notification.

2.3.4.1 Quality Control Program

The Contractor shall provide a contract specific Quality Control Program that meets and supports the requirements of the latest COBRATF Quality Management System (QMS) that are outlined in the COBRATF Quality Manual, the Quality Management Procedure (QMP).

The Contractors specifically tailored Quality Control Program and proposed staffing requirement(s)/qualifications shall be submitted with the proposal. The program shall include a quality control inspection system covering all general and specific tasks in the contract performance work statement. It shall specify tasks or areas to be inspected on both a scheduled or unscheduled basis and the manner in which inspections are to occur. The Contractors QCP shall cover all aspects of contractor performance and requirements of this contract, to include management functions.

The Contractor shall submit the final written Quality Control Program for COR approval within 30 days after contract award. The QC program shall be updated as changes occur and submitted to the COR for review and approval. Upon approval, the Contractor shall implement the QCP to ensure Contract compliance, and to ensure that potential problems with building equipment and systems are identified, documented in a CMMS if applicable, and resolved prior to failure. The system of checklists, inspection methodology, and frequencies shall be documented by the Contractor. The Contractor shall maintain a Local file of all quality control inspections conducted by the Contractor, including the corrective actions taken and submit copies of quality control inspections monthly in the Monthly Progress Report. All documentation shall be made available to the Government upon request during the term of the Contract. The QCP shall include, at a minimum, the program of outside inspections, work orders sampling methodology, and a program for verifying compliance with each Contract requirement.

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Subcontractors and their employees shall be identified within the organizational chart.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified/certified personnel with appropriate combinations of education, training, and experience matching personnel skills to the work or task within this contract.

The Contractor’s Staffing Plan and Key Personnel section of their technical proposal may be incorporated as an attachment to the contract.

2.5.1 Project Manager

The Contractor shall provide an onsite Project Manager who shall be responsible for all Contractor 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. The Contractor shall designate a Project Manager as part of the proposal, to include qualifications and resume. This individual shall be responsible for the overall management and coordination for the work required under this contract and shall act as a central point of contact with the Government.

2.5.1.1 Project Manager Appointment

The Project Manager shall be a single point of contact for the CO and the 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. The Project Manager shall have the authority to speak for and act for the Contractor in all matters related to required services under this contract. The Contractor shall include in the designation letter any limitations on the Project Managers ability to bind the Contractor to changes or adjustments.