Attachment 1 - SOW_PGC CD Enclosure Srvc_25-LGD-0135_final.pdf

C. STATEMENT OF WORK

C.1. BACKGROUND

The Library of Congress (Library) requires contractor support for comprehensive service, maintenance, support, and repair of its standalone Parameter Generation and Control (PGC) HVAC units that condition the Conservation Division Secure Storage Facility (CD SSF) (PGC Serial #2504011) and the Gutenberg Bible case (PGC Serial # 1805021). This contract shall include regular preventive maintenance as well as non-planned emergency repairs, as well as any parts, should they become necessary.

Regular preventative maintenance and non-planned service and repairs shall be provided for all Parameter Generation and Control (PGC) equipment, systems, and supporting components that compose the CD SSF and Gutenberg case. Regular preventative maintenance must include two onsite service visits per year, ongoing phone and email consultation to troubleshoot and remediate equipment malfunctions, and service documentation. In some cases, the Library may require emergency services as prompt repair is required to avoid the removal of the Gutenberg Bible from display or the housing of other nationally important collections in improper environmental storage conditions for an extended period. Non-planned, emergency service and repairs shall be coordinated by the Contracting Officer’s Representative (COR) as needed and may occur at any time throughout the life of the contract.

C.2. SCOPE

The contractor shall perform two preventive maintenance service visits each year to ensure the uninterrupted functioning of the critical HVAC units maintaining the environments of the CD SSF and the Gutenberg Bible case. The contractor shall provide emergency service as needed.

This contract will be an Indefinite-Delivery, Indefinite Quantity Contract (IDIQ) for a total of five Ordering Periods. During Ordering Period 1 of this contract, the first year of maintenance visits for the new CD SSF HVAC equipment will be covered by a one-year warranty under a separate contract. This warranty is expected to take effect September 2025. Therefore, Ordering Period 1 preventative maintenance services and pricing and Ordering Period 1 emergency services and pricing shall be for two visits for the Gutenberg Bible case. Preventative maintenance services and Pricing and emergency services (see C.3.2) and pricing for Ordering Periods 2-5 shall include both the CD SSF (PGC Serial #250411) and Bible case (Serial #1805021). See Section B and Table 2 in Section C.4.2 for additional information.

C.3. CONTRACTOR REQUIREMENTS

C.3.1. PREVENTATIVE MAINTENANCE VISITS

A. Maintenance Plans The contractor must submit to the COR a preventative maintenance plan for each unit (SSF and Bible case) within 30 days of the contract start date. The plan must include an associated checklist of all potential (?) parts and functions to be inspected, cleaned, or adjusted during the service visit. The checklist shall note any equipment settings that can be adjusted by the Conservation Division. The COR may provide questions or comments on the plan within seven days of plan receipt. The contractor must incorporate any additional information or changes from the COR’s feedback within 7 days of feedback receipt prior to the COR’s inspection and acceptance of the final maintenance plan.

B. Maintenance Visits and Services Preventative maintenance visits require approximately one day to complete. The contractor shall complete the Maintenance Plan checklist during the site visit and ensure the once yearly recalibration and replacement of the temperature/RH Hydroclip sensor registered to each HVAC unit. The contractor shall supply all tools and equipment required to complete the service. The Library may provide a vacuum cleaner, if available, for use. A copy of the completed and annotated checklist and plan and sensor calibration certificates must be provided to the COR within three days of the visit’s completion for the Conservation Division’s files. The checklist shall include any recommendations for follow up basic maintenance that can be accomplished by Conservation Division staff such as filter change, vacuuming, and observation of control settings. Maintenance services for the Gutenberg Bible display case will ideally take place on a Monday when the Library is closed to the public.

C. Scheduling The contractor shall work with the COR to schedule two preventive maintenance visits at a date and time mutually agreeable to the Library and the contractor. The Library and the contractor shall endeavor to schedule visits to align services needed for the Conservation Division and the Preservation Research and Testing Division which covers PGC equipment under a separate contract (# To Be Provided on Award). The Library anticipates these visits to occur concurrently in February and August of each year. Those dates are subject to change based on the Library’s needs and the contractor’s availability. The contractor shall provide service within thirty (30) business days from the time the COR makes contact to schedule a date.

D. Additional repairs and parts If an equipment, part, or aspect of the machine needs replacement or service that is outside of the regular checklist, the contractor and COR will determine whether it is an urgent need or if the service aspect may be completed upon the next regular preventative maintenance visit. A separate task order or purchase card order shall be used if the replacement or service constitutes an emergency need. No work shall be done outside of the regularly scheduled preventative maintenance visit without an executed task order from the Contracting Officer (CO) or purchase card order from the Library Purchase Card Holder.

E. Ongoing Remote Support The contractor must provide phone and email support throughout the period of performance of the contract to address troubleshooting system malfunctions and provide user interface guidance prior to the possible request of a regular or emergency on-site service visit.

F. Parts Warranty All replacement parts shall be warrantied by the contractor per manufacturer standards. A copy of the manufacturer’s warranty must be provided with the parts list.

C.3.2. EMERGENCY REPAIRS AND SERVICES

Should either HVAC unit malfunction, the contractor shall work with the COR to schedule emergency service within 72 hours of email or phone notification of unit malfunction. The contractor shall first provide telephone or email consultation to determine if the problem can be diagnosed and remedied by

Library staff with the contractor’s guidance. If this is not possible, the contractor shall coordinate with the COR to schedule a service visit.

The contractor shall arrive onsite to diagnose and complete emergency repair. The contractor shall provide any parts required for emergency repair including arranging for overnight equipment/parts deliveries if needed. Contractor service personnel shall remain onsite until the equipment is functioning properly as demonstrated by the Bible case or SSF conditions meeting established environmental conditions (53 degrees F, 50% RH). If parts cannot be immediately procured or a second visit is determined to be necessary, the contractor shall communicate this to and approved by the COR as an acceptable strategy, in writing. The contractor shall invoice(?) for these parts as part of the emergency visit unless the order states otherwise or the COR arranges for parts purchase via government purchase card.

Upon completion of the repair or service, the contractor must submit a summary of work completed which shall explain the repair or service made.

C.4. CONTRACT PERFORMANCE

C.4.1. SCHEDULE OF EVENTS/DELIVERABLES

Table 1

Paragraph reference

Description of Event/Deliverable Due date

C.3.1 A Provide preventive maintenance plan and checklist for approval to the Library COR.

30 days after contract award

C.3.1 B Provide a preventative maintenance checklist and submit a copy for Conservation Division files to the Library COR.

Upon completion of each site visit

C.3.1 B Complete two annual preventive maintenance visits including replacement of temperature/relative humidity sensor one time per service year.

As needed throughout the duration of the contract.

C.3.1 E Provide phone or email consultation as needed to remedy equipment malfunction.

As needed throughout the duration of the contract.

C.3.4 Provide emergency service as required. Provide brief description of emergency service and any parts replaced within 5 business days after emergency service is completed.

As needed throughout the duration of the contract. Schedule emergency service with COR within 72 hours.

C.3.4 Provide brief description of emergency service and any parts replaced.

Within 5 business days after completion of each emergency service

C.4.2. COVERED EQUIPMENT BY ORDERING PERIOD

Table 2

CD SSF HVAC Gutenberg Bible display case HVAC

February service August service February service August service

Period 1 No No Yes Yes

Period 2 Yes Yes Yes Yes

Period 3 Yes Yes Yes Yes

Period 4 Yes Yes Yes Yes Period 5 Yes Yes Yes Yes

C.6. CONTRACTOR PERSONNEL

All personnel performing under this contract must be qualified to work on Parameter Generation and Control climate control equipment, which requires the completion of in-house training, provided by the contractor. All contractor personnel must be authorized by PGC to work on PGC-manufactured equipment. When on the Library premises, Contractor staff will be always escorted by Conservation staff during service visits. There is no need for Library issued identification.

C.7. CONTRACTOR TRAVEL

The contractor must travel to the Library of Congress Capitol Hill Campus to fulfil the requirements of the contract. Travel pricing shall be in accordance with the categories established in Section B: Travel for annual service visits, annual for two round trips, and travel for ad hoc onsite repairs, per round trip. If a service visit or ad hoc repair is co-scheduled with another visit to the Library for services under either this or another Library contract held by the contractor, travel shall only be charged once.

Travel costs shall not exceed those authorized for either full or co-scheduled visits. Travel may be included in a Task Order or paid separately by QB Order or purchase card if the travel type is not known upon issuance of the service order. Travel shall not occur unless expressly authorized by the COR and stated in the Task Order. Travel pricing must be in accordance with the Federal Travel Regulation (https://www.govinfo.gov/content/pkg/CFR-2021-title41-vol4/pdf/CFR-2021-title41-vol4.pdf) and GSA Travel Resources (https://www.gsa.gov/travel#tab--pov-mileage).

https://www.govinfo.gov/content/pkg/CFR-2021-title41-vol4/pdf/CFR-2021-title41-vol4.pdf https://www.gsa.gov/travel#tab--pov-mileage

C. STATEMENT OF WORK