Section C-5.D_FacMaint_LCS08R0001.DOC

Federal Law Enforcement Training Center Charleston SC

HSFLCS08R0001

SECTION C-5.D – FACILITIES MAINTENANCE

TABLE OF CONTENTS

No.

Title

Page No.

C-5.D.1

GENERAL REQUIREMENTS

C-5.D-1

C-5.D.2

DEFINITIONS ‑ TECHNICAL

C-5.D-2

C-5.D.3

CONTRACTOR FURNISHED ITEMS

C-5.D-3

C-5.D.4

MANAGEMENT

C-5.D-4

C-5.D.5

PERFORMANCE SPECIFICATION REQUIREMENTS…….

C-5.D-5

(a) Standards

(b) Work Outside Regular Working Hours

(c) Continuity Of Services

(d) General Requirements And Procedures for Service Call Work

(e) General Requirements And Procedures for Recurring Work

(f) General Requirements And Procedures for Minor Work

(g) General Requirements for Structural And Architectural

(h) General Requirements for Painting

(i) General Requirements for Plumbing

(j) General Requirements for Electrical

(k) General Requirements for HVAC And Refrigeration Equipment

(l) General Requirements for Fire Protection

(m) General Requirements for Elevator Maintenance

(n) Pesticides

(o) General Requirements Insect and Rodent Control

(p) General Requirements for Unforeseen Conditions

ATTACHMENTS

C-19

FTC-ADM-61, Service Contract Work Request Form

C-20

Historical Data on Service Call Work

All provisions under this Sub-section (unless identified below) are Firm Fixed Price and shall be priced accordingly.

All work for the following provisions over $501.00 are Time & Materials requirements and are part of CLINS 0015, 1015 THROUGH 7015.

C-5.D.1

GENERAL REQUIREMENTS

The Contractor shall furnish all labor, supervision, training, tools, materials, equipment, transportation, and management necessary for the maintenance, repair, and minor improvements of buildings, structures and related systems and equipment in accordance with the requirements specified herein. Section J, Attachment C-1 describes the buildings and structures to be maintained in this contract. The work includes the performance of service call work and recurring work items of repair.

C-5.D.2

DEFINITIONS – TECHNICAL

As used throughout this contract, the following terms shall have the meaning set forth below. Additional definitions are in the “DEFINITIONS - TECHNICAL” provision in Section C-2.

(a) 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.

(b) Contractor Representative. A foreman, supervisor, or key personnel who has been given authority, by the contractor, to act on his/her behalf.

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

(d) Inspections. Inspections can be classified as either visual or physical. A visual inspection is an examination of the facilities, equipment and procedures to evaluate visible operating conditions and to determine what apparent physical defects exist. This type of examination results in a report on visible conditions of the facilities or equipment. A physical inspection results in an examination of the mechanical function and condition of system or system component. Such an examination verifies that a component, subassembly, or system performs satisfactorily.

(e) Latent Defects. Latent defects are defects that are present in a hidden or in a concealed state and are not visible or apparent at the time of inspection, and which could not be discovered by reasonable and customary observations or inspections.

(f) Maintenance. The recurring day‑to‑day, periodic, or scheduled work required to preserve or restore a real property facility to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage to a facility that otherwise would be more costly to restore.

(g) Planned Overhaul and Parts Replacement are extensive forms of scheduled services. Only qualified personnel shall perform overhaul and replacements.

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

(i) Unscheduled Services tend to be of an urgent nature and require service calls. Unscheduled services are basically of two types: investigative and restorative.

(j) Regular Working Hours. The Government’s regular (normal) working hours are from 7:00 a.m. to 5:00 p.m., Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer.

(k) Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively utilized for its designated purposes. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

(l) Relamping. A procedure by which the Contractor inspects each Building included in this contract in order to systematically replace burned out and/or blinking fluorescent tubes and incandescent bulbs.

(m) 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.

(n) Scheduled Services. Recurring work, which is authorized by Contractor prepared schedules, which shall be submitted for COTR/Contracting Officer approval, thirty (30) days from date of contract award.

(o) Servicing is all routine, non-emergency support and upkeep activities performed on systems and/or components, to maintain them operating efficiently.

(p) Testing is a procedure for subjecting systems, or components, to conditions that simulate actual operating conditions, and is performed only by qualified personnel.

(q) Troubleshooting is an investigation or analysis to determine the cause or nature of a condition or problem uncovered during services. It generally requires some systematic combination of visual inspection, physical checks, or testing, and involves a process of elimination until the cause of the problem is discovered.

C-5.D.3

CONTRACTOR FURNISHED ITEMS

Except for items specifically stated to be Government furnished, the Contractor shall provide all materials, parts and equipment for the operation, maintenance and repair/replacement of the facilities, systems and equipment.

(a) Uniforms. All uniforms shall be in matching solid colors, clearly distinguished from Agency uniforms, and subject to the approval of the Contracting Officer. The Facility Operations Manager shall wear a polo-type shirt clearly marked with Contractor’s name or logo, employee’s name and “Facility Operations Manager” and khaki or like dress pants. All other maintenance personnel shall wear button front work shirts clearly marked with Contractor’s name or logo and employee’s name and work pants, e.g. Dickies. NOTE: All employees shall wear their FLETC identification badges at all times while on the Complex.

(b) Parts, Material and Supplies. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair as described herein. All replacement units, parts, components and materials to be used in the maintenance, repair and inspection of facilities and equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall comply with applicable Government, commercial, or industrial standards such as National Board of Underwriters or Underwriters’ Laboratories, Inc., National Board of Fire Underwriters, National Electrical Manufacturer’s Association, American Society of Mechanical Engineers, etc. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. The Contractor shall retain the parts replaced for at least ten (10) working days after completion of the job and make these parts readily available for inspection by the COTR/Contracting Officer upon request. When disputes arise concerning material, equipment, and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government’s requirements are satisfied. The resolution of formal disputes is addressed in the “DISPUTES” clause, Section I.

(c) Shop Equipment. The Contractor shall furnish all Shop Equipment, except for those items specifically stated to be Government Furnished, including all Test and Measurement (T&M) equipment, required to perform the work prescribed within this subsection. The Contractor shall submit a descriptive list of all T&M equipment to be used in the performance of this contract to the COTR for Contracting Officer approval, within ten (10) calendar days of the award of the contract. All T&M equipment, used in the performance of this contact and requiring calibration, shall be calibrated by a certified precision measurement laboratory at a frequency prescribed by the manufacturer’s specifications or State and Federal laws. Each item of T&M equipment shall bear a calibration decal denoting the date calibration was performed, the date next calibration is due, and the laboratory certification stamp. Any item of T&M equipment, which does not require calibration, shall bear a decal denoting no calibration required (NCR). At no time shall any item of T&M equipment requiring calibration be used without a current calibration.

(d) Electrical Safety of Shop Equipment. All electrical equipment shall be third-wire grounded or double insulated and equipped with 3-conductor electrical cord, which is approved and properly rated by the Underwriters Laboratory, Inc.; permanently attached to the machine; and equipped with proper fittings to operate from corridor outlets. Electrical machines shall not exceed the rated capacity of the circuits from which they are operated. No Government equipment shall be unplugged from receptacles to accommodate Contractor cleaning equipment.

(e) Inspection of Contractor Equipment. Equipment, tools and cleaning gear used by the Contractor shall be subject to inspection by the Government. The Contracting Officer may reject use of equipment, tools and cleaning gear determined to be in non-compliance with the requirements of this specification.

C-5.D.4

MANAGEMENT

The Contractor shall manage the total work effort associated with the maintenance, repair, inspection and all other services required herein to assure fully adequate and timely completion of these services. At a minimum, the Contractor shall take all steps and measures, which would be taken by a prudent Building Owner to maximize the life expectancy of the property. The Contractor shall operate all plumbing, mechanical, electrical, and utility systems in the buildings at the highest level of efficiency compatible with current energy conservation requirements and maintain them at an acceptable level throughout the contract performance period. Included in this function are a full range of management duties including, but not limited to, planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. Operations, maintenance and repair services will be performed in accordance with equipment manufacturer’s instructions when available and/or industry standard operating procedures when not available.

(a) 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 all work requirements specified in this Statement of Work. Scheduled work shall be performed 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 COTR/Contracting Officer. 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 such applicable codes as: International Building Code, Uniform Building Code, Uniform Fire Code, Uniform Plumbing Code, Uniform Mechanical Code, Uniform Electrical Code, National Electric Code, National Electrical Safety Code and National Fire Protection Association-Life Safety Code.

(1) The Planner and Estimator, under direction of the Facility Operations Manager, shall:

a) Determine and provide labor and material costs for all CLIN 15 projects over $501.00.

b) Compile written guidance to the maintenance staff employees outlining work steps and material specifications in accordance with applicable drawings, technical manuals, codes, and accepted work practices.

c) Develop job material lists for individual work orders for submission to the Contractor Procurement Department.

d) Ensure specific work requirements and guidelines are provided for subcontractors conducting CLIN 15 work over $501.00.

e) A preconstruction conference shall be held with the BOSS contractor, subcontractor(s), and appropriate Government personnel prior to the start of major CLIN 15 projects.

(b) Work Schedule. 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 essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, and customer discomfort. Work in Building 284, 285, 286, 668 and 677 must be accomplished between 7:00 a.m. and 5:00 p.m. Monday through Friday (excluding Federal holidays).

(c) Records and Reports. The Contractor shall maintain management, operation, and maintenance records and prepare management, operation, and maintenance reports as required in this Statement of Work. All work performed under the contract shall be documented by either an approved schedule, or an approved Contract Service Work Order - FTC-ADM-61 (Section J, Attachment C-19). A copy of all completed work authorizations shall be submitted to the COTR/Contracting Officer within seven (7) workdays after the work has been completed, unless otherwise specified in the performance specification. The Contractor shall provide the COTR/Contracting Officer, weekly, with a written report of all unscheduled work accomplished during the previous week. Service orders shall be attached.

(1) A completed work file for each structure (identified by facility number) shall be maintained by the Contractor for each facility listed in Section J, Attachment C-1. Each file shall contain a listing of all equipment in the structure by nomenclature and manufacturer’s model number, as well as all manufacturer’s literature, brochures, and pamphlets; maintenance, operator’s, and parts list manuals; warranty information; a copy of all completed Service Call Work Authorization forms, minor job orders, and Preventive Maintenance Inspection Record forms; and other information pertaining to the facility and/or installed equipment and systems. All documents shall be filed within 10 working days of the completed transaction, with the exception of Preventive Maintenance Inspection Record forms, which shall be filed within five (5) working days after the completion of each preventive maintenance inspection. The Government will have access to these files upon request. The entire file shall be turned over to the Government upon completion of the contract.

(2) History Files of Facilities/Specialty Equipment/Components. A history file for each facility, specialty equipment/appliances and components shall be maintained by the Contractor for the life of the contract. Each file shall contain a copy of the control inspection schedule and preventive maintenance inspection reports, a copy of all completed work authorization, and a list of Government furnished property. An operating history of each facilities/specialty equipment, including operating data, time in operation, abnormal operation, malfunctions, spare parts requirements and other data required for operation evaluation and analysis shall be included in this file. The Government will have access to and may periodically review these files. All documents shall be filed within five (5) working days of the completed task and these files shall be turned over to the Contracting Officer, via the COTR, within ten (10) working days of completion of the contract. Contractor shall produce, upon government request, reports based on facilities historical data.

(d) Staffing. The Contractor shall continuously maintain a qualified staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

(e) Work Reception Desk. The Contractor shall operate and maintain a trouble telephone/work reception desk function during the working hours of 7:00 a.m. to 5:00 p.m. Monday through Friday, excluding Federal holidays, to receive and process work requests.

(f) Trouble Telephone Line. The Contractor shall maintain a trouble telephone line during all hours when the work reception is not in operation in order to respond to after hour’s service calls. The person attending the trouble telephone line shall be fully familiar with the Contractor’s organization and procedures. The designated person shall be available to DHS Facility call-in, by either a manned telephone number or Contractor furnished pager. If the call requires neither emergency nor priority response, the call shall be referred to the Work Reception Desk for action. The work requirements resulting from service calls shall be completed in accordance with the level and quality of standards established within the performance specification.

C-5.D.5

PERFORMANCE SPECIFICATION REQUIREMENTS

(a) Standards. All work shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable Building and safety codes.

(1) When the Contractor completes work on a facility or system, that facility or system shall be free of missing components or defects, which would prevent it from functioning as originally intended and/or designed. Corrective or repair/replacement work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing in dimensions, finish, color, and design.

(2) During and at completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

(3) Major Repair or replacement is not included within the scope of this contract. A major repair is fiscally defined as a repair where the cost is expected to exceed $100,000.00 for labor, material and parts. Major repair will normally be accomplished by separate contract. This exclusion does not apply if the repair is required to correct damage caused by the Contractor’s negligence. “Major repair or replacement,” as defined herein, relates to facilities maintenance and does not apply to repair or replacement of GFE accepted by the Contractor for its exclusive use in the performance of this contract. Such repair/replacement shall be at the cost of the Contractor and included in the firm-fixed-price portion of the contract.

(4) Replacement, Modernization, Renovation. During the term of the contract, the Government may replace, renovate, or improve equipment, systems, facilities, components, and fixtures, except as noted in paragraph (5) below, at the Government’s expense and by means not associated with this contract. All replaced, improved, updated, modernized, or renovated equipment, fixtures, facilities, components, and systems shall be maintained, operated, and/or repaired by the Contractor at no additional cost to the Government unless such changes result in an increase or decrease in contract requirements. Changes, replacements, or deletions which result in an increase or decrease in contract requirements will result in adjustments to the contract price in accordance with the “CHANGES” clause, Section I. Upon contract completion or termination, all GFE removed or replaced by the Contractor, shall be reinstalled by the Contractor at no expense to the Government.

(5) Equipment Under Manufacturer’s or Installer’s Warranty. Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the Contracting Officer. All defects in material or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COTR/Contracting Officer so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COTR/Contracting Officer. The Contractor shall maintain a Warranty Log, which outlines the appropriate Warranty information for each piece of equipment, component or part installed under this contract.

(6) Interface With Government Forces. Attention is invited to the fact that government forces 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.

(7) Damages Caused by Weather Conditions or Vandalism. Work required to repair facilities or equipment damaged by inclement weather conditions and/or acts of vandalism shall be performed at no additional cost to the Government if such work is within the scope of a service call.

(b) Work Shifts Other Than During Regular FLETC Working Hours. Contractor shall provide, as part of the fixed price of this contract, roving boiler mechanic/repair persons. Boiler tenders daily schedule shall be two (2) shifts, seven (7) days per week. Shifts shall be 6:00 a.m. – 3:00 p.m. and 3:00 p.m. – 12:00 midnight. Except for these individuals, or as otherwise specified, all work shall be performed during the Government’s regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit application to the Contracting Officer for approval.

(c) Continuity Of Services. To insure continuity of essential services, the Contractor shall be prepared to fully commence work on the start date of this contract, and should not assume that Government or previous Contractor employees will be available to guide, direct, or specifically orient each Contractor employee.

(d) General Requirements And Procedures For Service Call Work. Service calls are defined as maintenance, repair, inspection and/or other miscellaneous work requirements which are called into the Contractor’s Work reception desk by Building occupants or generated by designated Government representatives and are brief in scope. All service call work is included in the fixed-price portion of the contract.

(1) Service Call Reception.

a. During Regular Working Hours. The Contractor’s work reception desk will receive service call requests during regular working hours and classify each call in accordance with the definitions provided below. A description of the problem or requested work, date and time received, location, and other appropriate information will be placed on a Service Call Work Authorization Form.

b. After Regular Working Hours. The Security Office shall receive all service call requests from authorized representatives after regular working hours, on weekends, and holidays. Calls shall be received and classified by the Contractor as emergency, urgent, or routine in accordance with the definitions provided in the “Service Call Classification” paragraph of this provision, and responded to accordingly. If the call is classified as emergency or urgent, Security will call on duty maintenance staff to work on the problem. Maintenance person receiving the call will note a description of the problem, date and time call was received in facility, identification, location, and caller’s name and phone number for contact purposes. If the call is classified as routine, the Contractor shall record the same information in the log. A log of all calls received shall be delivered to the COTR/Contracting Officer by 10:00 a.m. the next regular working day. The COTR/Contracting Officer may upgrade or downgrade the classification of any service call received by the Contractor.

(2) Service Call Classification.

a. Emergency Calls. Generally, emergency calls will consist of correcting failures which constitute an immediate danger to personnel, threaten to damage property, or threaten to disrupt activity operations (including wind storm damage, overflowing drains, broken water pipes, roof leaks, flammable substance leaks or spills, etc.), and/or training missions. Examples include outages in utility systems which support training equipment or provide other vital services, clogged drains, broken water pipes, gas leaks, inoperable pumps, roof leaks, electrical defects which may cause fire or shock, unlocking of locks or safes, etc.

b. Urgent Calls. Service calls will be classified as urgent at the discretion of the COTR/Contracting Officer. Generally, urgent calls will consist of providing services or correcting failures which do not immediately threaten personnel, property, or activity missions; but which would soon inconvenience and/or affect the health or well being of personnel, lead to property damage, or lead to disruptions ( for example, repairs to mechanical and/or food service equipment ) in operational and/or training missions.

c. Routine Calls. Service calls will be classified as routine when the work does not qualify as an emergency or urgent call. Examples of routine calls include inoperative electrical switches or outlets, dripping faucets, broken glass or floor tile, repairs to mechanical or food service equipment, sign fabrication and painting, key making, etc.

(3) Response to Service Calls. The Contractor shall have adequate procedures for picking up service call work authorizations during regular working hours, and for receiving and responding to emergency and urgent service calls 24 hours per day, seven days a week, including weekends and holidays. The Government will provide a single local telephone service/line for receipt of all service calls. A person shall be available to answer the phone immediately. All telephone calls shall be answered within 30 seconds by an individual fully familiar with the Contractor’s work control procedures.

a. The Contractor shall be on the job site and working on all emergency service calls within 15 minutes after receipt of calls between 7:00 a.m. and 5:00 p.m., Monday through Friday, excluding Federal holidays. At all other times the Contractor shall be on the job site and working on all emergency service calls within one hour after receipt of notice of the emergency. The Contractor shall work continuously without interruption and shall arrest the emergency condition before departing the job site. Emergency calls shall be considered received by the Contractor at the time and date the telephone call is received at the work reception desk/Security Office.

b. Service calls will be classified as Urgent when the conditions do not immediately endanger personnel or threaten damage to property, but would soon inconvenience and affect the health or well-being of the personnel or disrupt scheduled training. The Contractor shall be on the job site and working on all urgent service calls within two (2) hours after receipt of the call. The Contractor shall work continuously without interruption to complete the work request before departing the job site. Urgent calls shall be considered received by the Contractor at the time and date the telephone call is received.

c. Routine service calls will be classified as routine when the work does not qualify as an emergency or urgent call. Routine service calls shall be started within two (2) working days after receipt of the call. Routine calls shall be considered as received by the Contractor at the time and date the work reception desk makes the work authorization form available for pick up. All routine service calls shall be completed within 2 working days of receipt. Routine calls shall normally be accomplished during regular working hours, Monday through Friday.

(4) Beyond the Scope of Routine Call. If the Contractor responds to a routine service call and believes that the work required is beyond the scope of a service call (above $501.00 for materials), as defined above, the work authorization form shall be returned to the Contracting Officer’s Office no later than 10:00 a.m. the following business day. The Contractor shall attach a summary of the work needed and a detailed estimate showing labor hour and material requirements. The Contracting Officer may waive the requirement to submit estimates in cases where the statement of work is clearly beyond that of a service call.

a. If the Contracting Officer agrees that the work required is beyond the scope of a service call, the statement of the work will be reduced and a new service call work authorization issued by the Government or the original work authorization will be canceled. If the original work authorization is canceled, the work may be accomplished under the Time & Material/Labor Hour portion of the contract or by means other than this contract.

b. If the Contracting Officer determines that the work falls within the scope of a service call, the original work authorization will be returned to the Contractor, who shall complete the work. Work on such calls shall still be completed within 2 working days from the date the contractor receives the Contracting Officer’s determination.

(5) Completed Calls. Within one working day after completion of each service call, the Contractor shall add the following information to the work authorization form and return to the work reception desk:

1) Description of work actually completed.

2) Brief description of material and parts used, including quantities.

3) Date and time work began.

4) Date and time work was completed.

5) Hours of labor (by craft) expended.

6) Signature or initials of the Contractor’s craftsman performing the work (or supervisor), indicating that the work has been completed.

(6) Materials and Equipment. The Contractor shall maintain sufficient off‑the‑shelf materials and equipment on hand to support routine service call work requirements. Lack of availability of materials or equipment shall not relieve the Contractor from the requirement to complete service call work within the time limits specified above. Contractor shall have resources identified so as to be able to respond to service calls within the prescribed time periods.

(7) Historical Data. Data on the numbers and types of service calls of each classification that have historically been performed are included in Section J, Attachment C-20. This data represents the types of calls and does not necessarily depict the frequency of calls required under this contract.

(e) General Requirements And Procedures For Recurring Work. Recurring maintenance and repair work is authorized by means of Contractor prepared schedules and shall be performed by the Contractor in accordance with the terms and conditions of this provision. All schedules shall be submitted through the COTR for Contracting Officer approval in accordance with the performance specification. Recurring work includes all work requirements for which schedules of accomplishment have been included in the contract, or for which the Contractor is required to submit schedules for Government approval. All recurring work is included in the fixed-price portion of the contract. The Contractor shall provide and store the parts and materials necessary for the continued performance of all recurring work as specified herein. Lack of availability of materials and parts shall not relieve the Contractor from the requirement to complete work within the time requirements and quality standards specified herein. Recurring work in this contract includes preventive maintenance, relamping and seasonal start‑up/shut‑down of HVAC systems.

(1) Work Authorization

a. The Contractor shall initiate a Service Contract Work Request (Section J, Attachment C-19) in response to the identification of any service requirement by FLETC Charleston or the Contractor. These shall be written and scheduled for completion when the total cost is less than $501.00. When the total cost is expected to be $501.00 or higher, a Contract Task Order (Section J, Exhibit G-1) shall be attached with the work request and must be approved by the Contracting Officer prior to project start. The COTR must approve Routine and Rework service calls before the Contractor starts work. For all other service calls, the Contractor shall start work within the required time frames. The COTR/ Contracting Officer and Contractor shall determine if the work will be performed under the fixed price or time and material portion of the contract.

b. A pre-approved Task Order under CLIN 15 or CLIN 17 for Emergency Support during Inclement Weather shall address the removal of windscreens around the Boat Complex Connex Boxes (Blue Windscreen) and the fence along Bainbridge Avenue (Black Windscreen). The work will consist of the removal and re-installation of both of these screens. The work shall be authorized by a Task Order under CLIN 15 or CLIN 17.

c. It is the intent of the Government that the “$501.00 or higher” service call ceiling (which shall be reimbursed under CLIN 15 on a time and materials basis) applies to all GFE and appliances which are available for use by students, staff and Contractor personnel alike (vice for the exclusive use of the Contractor and/or its subcontractors). Equipment and appliances which fall into this category include, but are not limited to:

· dormitory washers and dryers;

· furniture, except that accepted for the exclusive use of the Contractor and/or its subcontractors;

· window unit air conditioners;

· all building systems (electrical, plumbing, structural, real property, etc.)

d. All Contractor service work authorizations must be numbered sequentially and include the following information, as applicable:

· Work request number

· Date and time call received

· Description of problem

· Date and time work was completed

(2) Preventive Maintenance and Inspection

a. The Contractor shall provide maintenance and inspection services to include inspection, testing, maintenance and repairs of all buildings, facilities, specialty equipment, and associated systems covered by this contract at the frequencies as stated below:

FREQUENCY

SCHEDULED SERVICE

Daily

Perform visual inspection of all exterior lights and assure all exterior light circuits are turned off at daybreak. Repair as required.

Perform a visual inspection of all food preparation/cafeteria/kitchen equipment, dining room furnishings. Correct all deficiencies.

Perform physical inspections of walk-in, under counter, and freestanding refrigerators, freezers and water coolers. Record the temperature of all cafeteria refrigeration units. Test and service all refrigeration units that will not maintain the following Fahrenheit temperatures:

a. Freezers

0 degrees

b. Dairy Product Cooler

32 – 34 degrees

c. Chill Boxes

32 – 35 degrees

d. Thaw Boxes

36 – 38 degrees

Perform physical inspection of all interior structural systems including but not limited to wall systems, doors, windows, floors, floor coverings, ceilings, Venetian blinds, and accessories. Repair or service any unsafe and hazardous conditions.

Daily Perform visual inspections on all steam systems, including but not limited to piping, support system, steam traps, strainers, and pressure relief valves. Report all defective insulation to the COTR and generate work order as directed by COTR to facilitate repairs.

Daily Perform physical inspection of all HVAC systems and make adjustments as necessary. Record all gauge readings in equipment operating log.

Daily Perform visual inspection and prepare inspection report of Fire Protection systems in accordance with National Fire Protection Association (NFPA) and State guidelines.

Bi-Weekly Perform physical readings on all fuel oil tanks located throughout the facility. Provide readings to designated Government representative upon completion. Upon Government ordering of fuel, provide an escort for fuel delivery as necessary.

Weekly Service all plumbing systems (including employees and public restrooms, and kitchen/food preparation/service areas).

Weekly Perform visual inspections of all mechanical rooms and equipment. Service all mechanical systems/equipment as necessary, including all pumps, pump motors, valves, pressure relief valves, etc. Service the water softener system and add salt as needed.

Weekly Perform visual inspections of all windows, screens, and weather stripping. Replace broken or cracked glass panes, window locking hardware, missing screens, and defective weather stripping.

Weekly Perform physical inspections of all doors and associated hardware. Service or replace all defective locks, exit devices, hinges, and pivots, closures, and thresholds. Replace broken or cracked glass panes, defective associated hardware, and weather stripping.

Weekly Perform physical inspection of the Emergency Power Equipment, components, and subassemblies (including the diesel engine, generator, A. C. and D. C. power supplies, power transfer switch, checking or replenishing the engine’s coolant and oil level, and batteries’ water level).

Weekly Service all food preparation/cafeteria/kitchen equipment (including all mobile carts and worktables, and glass/cup dispensers).

Weekly Perform physical inspection on all grease traps in the Dining Hall and Building 46 and service them quarterly or more frequently if needed in accordance with Sub-sections C-5.D.5.(e)(4) & C-5.C.6(h)(2); this includes cleaning and disinfecting.

Weekly Perform visual inspection and prepare inspection report of Fire Protection systems in accordance with NFPA and State guidelines.

Weekly Perform visual inspection and prepare inspection report on all Eye Wash Stations (see Sub-section C-5.D.5(q)).

Monthly Perform visual inspection and prepare inspection report of all Fire Protection systems in accordance with NFPA and State guidelines.

Monthly Test and service all ventilation, and air conditioning units/systems, air circulating and exhaust fans, components and subassemblies. Monthly HVAC inspection shall include logging of current conditions. Perform physical inspection of all fan drive belts and replace as needed. Change all air filters and check thermostats for proper operation. Controls inspection shall include a visual inspection of all controls, dampers, and related components to ensure all equipment is working as originally designed. Controls sign-off shall be performed to maintain a running log of operating conditions of all areas. Service/replace grills as needed.

Monthly Test and service all dish/pots/pans washing equipment and associated equipment (including all mechanical, electrical, and plumbing components and subassemblies). Visually inspect all equipment surfaces and service to remove rust and corrosion.

Monthly Service all Government furnished cafeteria, kitchen, food preparation, galley, scullery, furnishing, and office equipment.

Monthly Test and service all emergency lights/exit signs and all emergency electrical wiring devices and circuitry in all FLETC Facilities, including Naval Weapons Station Building 304. Repair or replace defective units as required.

Monthly Perform visual inspection of fire extinguishers in all FLETC Facilities, including Naval Weapons Station, and initial inspection tag. Repair or replace defective units as required. Generate report for submission to the Safety and Environmental Manager.

Monthly Service all interior structural systems including, but not limited, to wall systems, floors and floor coverings, ceilings, Venetian blinds and drapery rods/hardware, and accessories.

Monthly Service and inspect all sewer lift stations in accordance with manufacturer’s specifications and industry standards.

Monthly Perform physical inspections of all plumbing systems, floor drains, grates and remove all obstructions to prevent floor drain stoppage. Assure all floor drains and strainers are clean, free flowing and securely in place.

Monthly Test and service all water coolers located throughout facility buildings. Change filters as required.

Monthly Conduct flow test in traps in dormitory lavatories, drain and clean traps, replace traps, as necessary.

Monthly Perform equipment safety tests and service all electrical portable equipment, office equipment, cafeteria/kitchen/food preparation equipment. Replace defective cords and plugs.

Quarterly Inspect exterior lighting and replace all blackened, discolored, blinking, and burned out tubes and incandescent bulbs; and other defective parts such as, ballasts, starters, etc.

Quarterly Service all steam systems including, but not limited, to steam traps, strainers, and pressure relief valves on all equipment. This includes cleaning strainer elements and disassembling and cleaning traps.

Quarterly Perform physical inspections and service all electrical power equipment, conduit and wiring systems, etc. Inspect for and repair any loose wiring connections, deteriorated wiring insulation, clean out debris and dust, and test for overloaded conditions. Verify that all switchboards, power distribution panels, and panel boards are properly identified and that data on all power distribution panel board directories is correct and complete. Panel board directories data shall include circuit breaker number, number of poles, circuit breaker amperage, and description and location of load served. If panel board directories are missing, provide them by typing data on a new directory and installing the new updated directory on the panel board.

Quarterly Test all 120 v.a.c. receptacles (except locking type) for power, and correct wiring. Test the grounding blade retention force of each receptacle. This retention force shall not exceed 8 ounces of pulling force. Replace defective receptacles and those not meeting the contact retention force test.

Quarterly Conduct tests on the emergency generator bus transfer system to ensure generator power transfers to circuits dedicated for emergency power distribution.

Quarterly Perform visual inspection and prepare inspection report of all Fire Protection systems in accordance with NFPA and State guidelines.

Quarterly Service all door and window trim, wall-mounted fixtures, Venetian blinds and drapery rods/hardware.

Quarterly Perform a visual inspection of all ceilings and frame members and repair/replace as necessary.

Quarterly Service all dish/pot/pans washers and associated equipment and replace defective components in accordance with the equipment and manufactures’ recommendations.

Quarterly Perform visual inspection and service all exterior systems including but no limited to exterior walls, ceilings, windows, doors, screens, shutters, overhangs, concrete surfaces, stairways, etc.

Quarterly Perform visual inspection and service all roof exhaust fans. Replace worn belts, as needed, and adjust for proper tension. Lubricate motors.

Quarterly Remove debris and clean roof drains, gutters, and downspouts. Ensure roofs are free of limbs, leaves, and other debris. Reposition splash blocks as required to handle gutter overflow.

Quarterly Service air handling units with chilled and/or hot water coils. Replace worn belts, as needed. Lubricate fan shaft bearings and motors as per manufacturers’ recommendations. Clean coils and drain pans. Conduct flow test on drain pan piping. Clean as necessary. Check and record fan RPMs. Check and record water temperature in and out. Check and record air temperature in and out. Check and record fan motor amps.

Quarterly Service all kitchen ovens, food warming and cooking equipment. Inspect all mechanical parts, chains, sprockets, and replace worn and defective parts, adjust and lubricate in accordance with manufacturers’ recommendations. Inspect, adjust, repair, replace defective electrical components, including heating elements, wiring, connections, enclosures, relays and contractors, and temperature controllers. Service all gas burners, valves, pilots, regulators, piping, etc., assure all components are leak free and operating in a safe and effective manner.

Quarterly Service all icemakers. Check refrigerant and ensure manufacture rated ice-making capacity is being achieved. Empty storage bins and clean. Check bin drain to verify flow.

Quarterly Service all dryers in dormitory and Physical Training laundry facilities. Clean cylinders and sweep sheets. Check all belts for proper tension and replace, if needed. Check all pulleys and belts for proper alignment. Check and tighten pulley screws. Check and clean motors, oil/grease as per the manufacturers’ recommendations. Check tumblers for loose nuts, bolts and screws. Check all electrical connections and components for faulty wiring and worn parts. Gas units – clean burners and orifices and adjust for clean burning.

Quarterly Service all washers in dormitory and Physical Training laundry facilities. Check all belts for proper tension and replace, if needed. Check and adjust clutches. Check all pulleys and belts for proper alignment. Check and tighten pulley screws. Check and clean motors, oil/grease as per the manufacturers’ recommendations. Check all electrical connections and components for faulty wiring and worn parts. Clean in-line water strainers. Ensure water pumps turn freely and have no obstructions.

Semi-Annually Service all water coolers throughout the facility. Lubricate ball-bearings located underneath valve handle with graphite vase cup grease. Check operation of valve handle and adjust spline nut, if needed. Clean and comb condenser fins.

Annually Perform a “full battery conditioning cycle” test on all Emergency Lighting fixtures. This test shall assure the battery unit will operate for a minimum of 1.5 hours with the fixture’s normal A/C power de-energized. If battery does not perform satisfactorily, repair or replace fixtures.

Annually Perform maintenance on main breakers located in each Building in accordance with manufacturer’s guidance. At a minimum, trip breakers to ensure reset capability, lubricate track pulley and cables, and clean breaker motor, contacts, and internals. Schedule the maintenance on weekends to avoid interruption of training mission.

Annually Service all water heaters. Check relief valves for proper operation. Flush tanks. Gas units – test burner controls and pilots, clean and adjust. Check for stopped flues.

Annually Service all natural/propane gas-fired units. Check all electrical connections and components for faulty wiring and worn parts. Test safety controls. Check for leaks on gas lines and valves. Remove and clean blowers. Remove and clean burners, gas vents and draft hood. Clean flues and horizontal vent pipes. Check burners and pilots for correct adjustments. Lubricate motors.

Annually Service all condensing units. Remove fan blade, clean and spray paint. Oil motor shafts. Backwash finned tubes with low-pressure water. Check all electrical connections and components for faulty wiring and worn parts. Check for Freon leaks and charge units, as required. Replace missing or torn insulation on suction lines. Level condensing units with shock pads. Remove rust and flaking paint from units and disconnect boxes and touch up with paint. Comb condenser fins, as needed.

Annually Service all fan coil units. Clean and flush coils. Clean drain pans and fins. Test automatic and manual controls. Adjust level of units to ensure proper drainage of condensate. Test electrical controls and wiring. Lubricate motors.

Annually Service all gas lines. Check all lines and valves for leaks and repair, as necessary.

Annually Service all boilers to include opening, cleaning, and inspecting boiler firesides and watersides by brushing tubes and washing watersides. Remove all loose debris and scale. Washcoat refractories, as applicable. Perform hydrostatic test to normal boiler operating pressure. Replace gaskets and close boiler. Clean burner assembly. Accomplish operational test and set fuel/air ratio. Provide certification card completed and signed by insurance inspector. Note: During boiler cleaning, DO NOT water wash boiler firesides.

Annually Calibrate pressure and temperature gauges associated with boiler and chiller systems. Repair or replace as required.

Annually Perform test, inspection, certification, and prepare annual report of Fire Alarms, Fire…