N6945018R1715_Past_Issues.pdf

Past Issues

Past issues

Personnel Requirements:

QC: Is a very important position and should be hired and treated as one. At no time shall the QC work for nor answer to the contractor PM. All government assessments go back to how well the QC can perform their job.

Work Reception: Contractor should have one number that should not change to receive after hours calls.

MAXIMO: Direct entry in this contract and was not in the past.

Certification, Training, and Licensing: If the contract states that personnel shall meet certain requirements to perform work understand that this will be enforced. “One thing of note:

Fire Maintenance personnel shall meet the requirements of the UFC. UFC states that BOS contractors shall meet the state requirements. In the State of Louisiana, the maintenance personnel work for a licensed company in order to hold a licensed. “

New Orleans has been shown to be a hard place to hire for this contract requirements.

Service Orders: Service Orders can be issued for any type of work within the AOR of the contract. The limit of work is 32 hrs of Labor and/or $2,500 in material. In the past this has been taken as a service order is only good up to a value $2,500. That statement is incorrect the true max value is higher ((32 x labor rate) +$2,500=true max value). In annex 1502000 Spec Item 1.1 gives a list of things that can be done under a service order but this is not an all-inclusive list, any type of work can be done under a service order.

Only completed service orders and be invoiced. Service orders shall be invoice on the monthly invoice of the month it was completed. All contract funding for service orders or not guaranteed.

Shreveport: NOSC Shreveport is located approximately 5hrs away. They have a history of not being able to have subs respond. That will not be an excuse for not meeting contract requirements.

Non-Recurring / IDIQ Task Orders: Need to submit proposal utilizing RS Means CostWorks or other industry standard.

Schedules: Schedules must be accurate and meet the minimum requirements of the contract.

Schedules shall be submitted and improved before commencement of maintenance. In most cases the schedule can be adjusted at no cost to the government if deemed the schedule is not meeting the performance objective.

IMP: See below.

Integrated Maintenance Program (IMP)

What is the Objective of IMP

IMP is a program developed and performed by the contractor of service contracts to ensure systems are safe, fully functional, and operational. The intent of the contractor should be to develop a program that will prevent break down of systems and in turn lead to less repairs and IMP trouble calls.

The government does not direct to what extent the contractor is limited to for maintenance, but the contract does provide minimum standards that shall be part of the contractors IMP.

Example: Contract states that services shall meet or exceed ASHRAE 180-2008. This does not mean the contractor is bonded to just the requirements address in the ASHRAE. But they perform all maintenance up to the requirements of ASHRAE.

This also brings up the issue of the contractor has full responsibility up to the Limit of Liability of the systems in the IMP. Meaning just because the minimum reference for PM does not tell you to check something that does not relieve the contractor from Limit of Liability of the system.

An IMP plan must be submitted and approved by the government and followed by the contractor. The plan must address the contractor approach to IMP, how work will be documented and reported, how contractor plans to minimize the need for repair, and the PMs that will be done on what dates (doesn’t have to be exact dates, can be month timeframe).

Other Information Related to IMP:

Maintenance vs Repair: Any work that is a requirement per the minimum standards address in the contract is counted as Maintenance, regardless of price the contractor is fully responsible.

Repair is work that is outside of maintenance. Example: While doing a PM the tech identifies something that is broken or any other situation that would stop the system from functioning as intended. The contractor would be responsible for the Limit of Liability of that system, and the government would be responsible for the cost of above that. The contractor still has to submit a proposal and scope of work to the government in accordance to the procedures in the contract. If a proposal and sow are not provided within the required repair time the system will be assessed as not meeting the contract requirement.

Any work outside of maintenance counts as a repair and the contractor is only responsible for the limit of liability of that system.

No system in the IMP should be down for more than 48 hours. No system should be down without the government knowing about it either. Contractor shall respond to problems within 2 hours and make repairs within 48 hours, regardless where the system is located. All repairs must be tracked, noted on system maintenance tag or log book, and reported to the government. If repair cannot be completed under the limit of liability the contractor must notify KO/ COR, and provide scope of repair and proposed cost of repair within the 48 hours repair time. In short at no time should a system under IMP be down at any time without the government having a scope and estimate from the contractor. If that isn’t the case the contractor has failed to meet the requirements of the IMP.

All work must be documented and accessible to the government.

If the contractor schedule does not meet performance objects and too many breakdowns occur the government can direct the contractor to modify the work schedule at no additional cost to the Government.

If any changes to the schedule are changed the contractor must submit to government for approval before using new schedule.

Other Information Related specifically to IMP for HVAC:

Mission Critical systems must be operational 24 hours a day. If failure occurs that cannot be immediately repaired Temp HVAC must be provide. Contractor must have plan in place for this.

No delay will be acceptable in this situation. Temp HVAC will not count towards limit of liability.

Contractor must provide System Reliability Evaluation on an annual basis.

UV lights must be changed annually and must be documented on inspection tag.

Direct Digital Controls (DDC):

All DDC systems on HVAC systems in this contract regardless of the name brand or type is part of the contract.

The Contractor shall perform semi-annual PM and calibration of all control devices and sensors by OEM certified technicians. The Contractor shall place each control device in every mode of operation and verify proper operation and sequencing of all fans, drives, dampers, valves, and devices.

The Contractor shall perform monthly backups for all DDC control panels and workstations by OEM certified technicians.

The Contractor shall provide 16 hours of system training per quarter and quarterly software and firmware updates from OEM manufacturers.

The Contractor shall replace all defective sensors within fourteen (14) calendar days of discovery or notification by DDC operator.

The Contractor shall submit HVAC water treatment test report annually. (should also get this at the start of each option year.)

PAR will designate one condenser per month be inspected for scaling or corrosion of heat transfer tubes to determine effectiveness of water treatment program. If buildup of scale is in excess of 0.01 inch the tubes shall be cleaned.

Other Information Related specifically to IMP for VTE:

Contractor shall notify PAR prior to any type of work on VTEs.

Contractor is responsible for the all certifications remain current.

All inspections and test for certification must be in the presence of a government provided inspector.

Notification of repair work necessary to maintain certification shall be reported to government within one hour.

In Closing:

The IMP should be designed to maximize the life span of the equipment. The government is looking to the contractor to tell the government how to do that, while following minimum requirements. The contractor should go above and beyond the minimum requirements but are not required to unless frequency of breakdown becomes a trend. If the government only wanted minimum requirements accomplished then there would be no need for the IMP systems would just fall into the PM program. Limit of Liability is used to incentivize the contractor to invoke maintenance that they have come up with over the years of service to increase the lifespan and minimize breakdowns of equipment.