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RFP-08-96

High Voltage Electrical Preventative Maintenance

National Gallery of Art Request for Proposal

NGA-RFP-08-096

TABLE OF CONTENTS

PART 1 – THE SCHEDULE

A. STANDARD FORM 33

B. SUPPLIES OR SERVICES AND PRICE/COST

C. SCOPE OF WORK

D. PACKAGING AND MARKING

E. INSPECTION AND ACCEPTANCE

F. DELIVERIES OR PERFORMANCE

G. CONTRCT ADMINISTRATION DATA

H. SPECIAL CONTRACT REQUIREMENTS

PART 1I – CONTRACT CLAUSES

I. CONTRACT CLAUSES

PART 1II – LIST OF ATTACHMENTS

J. LIST OF ATTACHEMENTS

PART 1V – REPRESENTATIONS AND INSTRUCITONS

K. REPRESENTATIONS CERTIFICATIONS AND OTHER STATEMENST

TO OFFERORS

L. INSTRUCTIONS CONDITION, AND NOTICES TO OFFEROR

M. EVALUATION FACTORS FOR AWARD

PART I - THE SCHEDULE

SECTION A – STANDARD FORM 33, CONTINUED

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 SERVICES BEING ACQUIRED

The National Gallery of Art (Gallery) solicits interested and qualified licensed firms to submit proposals for entering into an agreement for providing maintenance, repair, and testing services for select high, medium, and low voltage electrical equipment . (except as expressly set forth in this contract as furnished by the Government) and otherwise perform all task necessary for or incident to, performing in an efficient and effective manner all work set forth in Section C, and elsewhere in this solicitation at the Gallery located at Sixth Street and Constitution Avenue, NW Washington, DC.

B.2. TYPE OF CONTRACT

The Gallery intends to award a single firm fixed price contract with a base and four (4) one-year options for the preventative maintenance of the high voltage electrical at the National Gallery of Art. This contract, if awarded pending the availability of funding, will be issued for the first year only, and reserves the right to award follow-on option years pending contract performance. Reference FAR Clause 52.217-1 listed in full text in Section I of this solicitation. NOTE: As an incentive, the Gallery intends to award the Contractor five (5) additional one-year option periods for exceptional performance and outstanding customer service without additional competition.

B.3 REQUIREMENTS

The Contractor shall perform all work as required by the Statement of Work in Section C of this contract.

The contract is comprised of a base scope of work, and one bid option, which the Gallery reserves the right to award at their discretion.

B.4 PRICING SCHEDULE

The contractor shall prepare the following Pricing Schedule and submit this with the proposal. Pricing Schedules that are incomplete or have mathematical errors may be considered incomplete submission and grounds for removal from further consideration:

BASE CONTRACT YEAR: (11/01/08 through 09/30/09)

ESTIMATED EXTENDED

ITEM

NO. SUPPLIES/SERVICES QUANTITY UNIT

UNIT

PRICE PRICE

0001 BASE BID - MAINTENANCE, INSPECTION, AND

TESTING OF ELECTRICAL SYSTEMS AND

EQUIPMENT

0001AA East Building Medium Voltage Equipment 1 lot

0001AB Replacement of 15kV Switchgear Station Batteries 1 lot and Charger

0001AC West Building 2300V Chiller Switchgear 1 lot

0001AD West Building 480V Chiller Switchgear 1 lot

0001AE Sculpture Garden Electrical Gear 1 lot

BASE BID (BASE YEAR)

0002 BID OPTION 1 - INFRARED SCANNING

0002AA East Building Infrared Scanning 1 lot

0002AB West Building Infrared Scanning 1 lot

0002AC Sculpture Garden Infrared Scanning 1 lot

BID OPTION 1 (BASE YEAR)

TOTAL BID (BASE YEAR)

OPTION YEAR 1: (10/01/09 through 09/30/10)

NO. SUPPLIES/SERVICES QUANTITY UNIT

0001 MAINTENANCE, INSPECTION, AND

0001AA East Building Low Voltage Switchgear 1 lot

0001AB East Building Emergency Switchboards 1 lot

0001AC East Building Motor Control Centers 1 lot

0001AD West Building Medium Voltage Equipment 1 lot

0001AE West Building Generator Switchboard 1 lot

TOTAL BID (OPTION YEAR 1)

OPTION YEAR 2: (10/01/10 through 09/30/11)

NO. SUPPLIES/SERVICES QUANTITY UNIT

0001AB East Building Generator Load Test 1 lot

0001AC West Building Low Voltage Switchgear 1 lot

0001AD West Building 2300V Chiller Switchgear 1 lot

0001AE West Building Motor Control Centers 1 lot

0001AF West Building ATS Switches with Transformers 1 lot

0001AG West Building Generator Load Test 1 lot

TOTAL BID (OPTION YEAR 2)

OPTION YEAR 3: (10/01/11 through 09/30/12)

NO. SUPPLIES/SERVICES QUANTITY UNIT

0001 BASE BID - MAINTENANCE, INSPECTION, AND

0001AA West Building Medium Voltage Equipment 1 lot

0001AB West Building 480V Chiller Switchgear 1 lot

0001AC West Building Generator Switchboard 1 lot

0001AG Sculpture Garden Electrical Gear 1 lot

BASE BID (OPTION YEAR 3)

0002 BID OPTION 1 - INFRARED SCANNING

0002AA East Building Infrared Scanning 1 lot

0002AB West Building Infrared Scanning 1 lot

0002AC Sculpture Garden Infrared Scanning 1 lot

BID OPTION 1 (OPTION YEAR 3)

TOTAL BID (OPTION YEAR 3)

OPTION YEAR 4: (10/01/12 through 09/30/13)

NO. SUPPLIES/SERVICES QUANTITY UNIT

0001AB East Building Low Voltage Switchboard 1 lot

0001AC East Building Emergency Switchboards 1 lot

0001AD East Building Motor Control Centers 1 lot

0001AE East Building Generator Load Test 1 lot

0001AF West Building 2300V Chiller Switchgear 1 lot

0001 AG West Building Generator Load Test 1 lot

TOTAL BID (OPTION YEAR 4)

SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SCOPE OF THE CONTRACT: This contract will provide maintenance, repair, and testing services for select high, medium, and low voltage electrical equipment at the National Gallery of Art, Washington, DC, by means of a firm fixed price contract. The period of performance will include a one (1) year base contract with four (4) one year options.

GENERAL REQUIREMENTS: The Contractor shall provide all labor, transportation, equipment, materials, expertise, tools, supervision, and management required to provide complete maintenance, inspection, repair, and testing of existing high voltage switchgear, medium voltage switchgear, low voltage switchgear, switchgear batteries, and transformers located in the Easting Building, West Building, Connecting Link, and Sculpture Garden Pavilion at the National Gallery of Art.

USE OF PREMISES: The National Gallery of Art (referred to as the “Gallery” hereinafter) will occupy existing facilities maintained herein during the entire contract period. The Contractor shall cooperate with the Contracting Officer’s Technical Representative (COTR) during execution of work to minimize conflicts and facilitate Gallery usage. Maintain existing exits, unless otherwise indicated.

The Contractor shall maintain access to existing walkways, corridors, and other adjacent occupied or used facilities. Do not close or obstruct walkways, corridors, or other occupied or used facilities without written permission from the COTR.

CONTRACTORS SAFETY: Prior to performing service or maintenance on any equipment where the unexpected energization, startup, or release of stored energy could occur and cause injury, the equipment shall be isolated and rendered inoperative through the use of a lockout device whenever the equipment is capable of being locked-out. Lockout/tagout of energy isolating devices shall be performed in strict accordance with AFM Directive No. 305 (Attachment 10).

CONTRACTORS SAFETY PLAN: The Contractor shall prepare and maintain a Safety plan to ensure that work performed herein conforms to contract requirements. The Contractor’s Safety Plan shall be submitted to the COTR for review and approval within ten (10) business days following contract award.

The COTR will review the Safety Plan and provide comments to the Contractor within five (5) business days following receipt of the plan. The Contractor shall finalize the Safety Plan within five (5) business days following receipt of the comments.

GALLERY QUALITY ASSURANCE: The Gallery’s Quality Assurance Surveillance Program is not a substitute for quality control by the Contractor. Findings of unsatisfactory or non-performed work will be documented and a Quality Deficiency Service Report (Attachment 4) will be issued to the Contractor. All costs associated with rework shall be the responsibility of the Contractor. The Gallery reserves the right to choose the inspection methods to be used in the implementation of the Quality Assurance program and to vary the inspection methods utilized during the performance of work without notice to the Contractor.

CONTARCTOR’S QUALITY CONTROL PROGRAM: The Contractor shall prepare and maintain a Quality Control Program (QCP) to ensure that work performed herein conforms to contract requirements.

The Contractor’s QCP shall be submitted to the COTR for review and approval within ten (10) business days following contract award. The COTR will review the QCP and provide comments to the Contractor within five (5) business days following receipt of the plan. The Contractor shall finalize the QCP within five (5) business days following receipt of the comments. In the event that an agreement cannot be reached, the Gallery reserves the right to direct the QCP.

WORKMANSHIP AND MATERIALS STANDARDS:

Standards: All workmanship shall meet the standards specified herein, and shall be accomplished in accordance with approved and accepted standards of the; (1) industry, (2) equipment manufacturer, (3) applicable Federal and local standards and codes, and (4) applicable building and safety codes, including, but not limited to, ANSI, NEC, and NFPA.

When the Contractor completes work on a system or piece of equipment included in this contract, that system or piece of equipment 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 work site. Except where noted otherwise, replacement components and systems shall match existing in dimensions, finish, color, and design.

Replacement, Modernization and Renovation: During the term of this contract, the Gallery may replace, renovate, or improve any existing system and/or piece of equipment at the Gallery’s expense and by means not associated with this contract. All replacement, improved, updated, modernized, or renovated systems and equipment shall become part of this contract and the Contractor’s responsibility for maintenance. In the event that the replacement, modernization, or renovation of any system or piece of equipment results in an increase or decrease in the contract price, the Contractor shall submit a proposal for the changed price. The amount of the price change will be negotiated for inclusion into the contract.

DEFINITIONS – TECHNICAL: As used throughout this contract, the following terms shall have the meaning set forth hereinafter. Additional definitions are included in the “DEFINITIONS” clause in Section I.

- Where “as shown”, “as detailed”, or works of similar import are used, it shall be understood that reference is made to this specification and the drawings which accompany this specification, unless stated otherwise.

- Where “as directed”, “as required”, “as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COTR is intended, unless stated otherwise.

- Adjust: To regulate, settle, and/or bring to a more satisfactory state of normal operating condition.

- Check: Examine, inspect, test, or verify by trial.

- Clean: To remove all dirt, debris, and other deleterious materials.

- Component Part: Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system; a constituent part or an essential part necessary to the performance of the system.

- Contractor Representative: Person(s) designated by the Contractor to be his/her authorized representative. One such person shall serve as the Gallery’s principal point of contact.

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

- Frequency of Service: Services performed once during each 12-month period of the contract at intervals of 345 to 385 days.

- Inspect: To examine thoroughly; to view closely in critical appraisal.

- Maintain: To keep in a state of repair and efficiency; to preserve from failure or decline.

- Maintenance: Work which is required to repair or maintain equipment systems in a safe, operational condition, or to restore systems to initial or usable condition by overcoming the effects of wear and tear, disaster, damage, or deterioration. New construction or alteration is not included.

- The term “provided” shall be understood to mean provided in place; that is, furnished and installed, ready for use.

- Quality Assurance (QA): A method used by the Gallery to provide a measure of control over the quality of purchased goods and services received.

- Quality Control (QC): A method used by the Contractor to control the quality of goods and services produced.

- Regular Working Hours: The Gallery’s regular (normal) working hours are from 6:30 AM to 5:00 PM, Monday through Friday, except Federal holidays; and other days specifically designated by the Contracting Officer.

- Repair: The restoration of a piece of equipment, system, or facility to such condition that it may be effectively utilized for its designated purpose(s). Repair may include 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 system if beyond economical repair.

- Replace: To remove damaged, defective, or deteriorated materials or parts and install new materials or parts, as approved.

- Required: Demanded as necessary or essential to the satisfactory operation of the equipment or system.

GALLERY FURNISHED ITEMS

Gallery Furnished Documents: The Gallery will provide one (1) copy of Operation and Maintenance (O&M) manuals, where available, for existing electrical systems and equipment included herein.

Gallery Furnished Space: The Gallery may, at the request of the Contractor, provide space for the Contractor to store a lockable gang box for the storage of tools and equipment required on a repetitive basis. The COTR will direct placement of the gang box.

Availability of Utilities: The Gallery will furnish, at no cost to the Contractor, electricity, fresh water and compressed air at existing outlets as may be required for the work to be performed under this contract.

The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Gallery outlets to the site of work.

CONTRACTOR FURNISHED ITEMS: Except for items listed in paragraph Gallery Furnished Items, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. The Contractor shall furnish new parts and components in the performance of maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance and repair of electrical systems and equipment included herein shall be compatible with the system on which it is to be used; shall be of equal or better quality than original system specifications; shall conform to the technical specifications herein; and shall be used in accordance with original design and manufacturer’s intent. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall be equal to or exceed the quality of the updated parts.

Materials and equipment: The Contractor shall maintain sufficient off-the-shelf materials and equipment to support work requirements included herein. The unavailability of material and/or equipment shall not relieve the Contractor from the requirement to complete work within the time limits specified.

MANAGEMENT: The Contractor shall manage the total work effort associated with the maintenance, inspection, testing, and all other services required to ensure fully adequate and timely completion of these services. This includes, but is 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 ensure the performance of work in accordance with sound and efficient management practices.

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 ensure material, labor, and equipment are available to complete work requirements within the specified time limits.

Work Schedule: The Contractor shall submit a detailed schedule to the COTR for review and approval within 15 calendar days following contract award. The schedule shall include input from the COTR regarding planned special events and other critical Gallery functions whereby electrical outages will not be permitted. The schedule shall include the dates for performance of maintenance, inspection, and testing associated with each system and item of equipment included in the contract. The Contractor shall strictly adhere to the scheduled dates to facilitate Gallery verification of the work. If the Contractor finds it necessary to reschedule a service date, a written request shall be submitted to the COTR detailing the reason(s) for the proposed change at least five (5) business days prior to the originally scheduled PMIS date. No scheduled dates shall be changed without prior written approval from the COTR.

Staffing: The Contractor shall continuously maintain an adequate staff with suitable management expertise to ensure that work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate work force to complete work in accordance with the time and quality standards specified.

CONTRACT DOCUMENTATION

Thermographic Inspection Report: The Contractor shall submit two (2) copies of the report to the COTR within 14 calendar days following the completion of thermographic inspections for all systems and items of equipment included in this contract for each performance period therein. Report shall identify critical deficiencies requiring immediate attention due to the possibility of immanent system/equipment failure and/or potential injury to personnel. Report shall also identify non-critical “hot-spots” which will be corrected during the maintenance phase of this contract. Report shall include color photographs identifying the “hot” area(s). The thermographic inspection report shall be typed on 8-½ inch x 11 inch sheets and arranged in a 3-ring binder with tabs for division of each building and system and/or item of equipment therein.

Final Report: The Contractor shall submit three (3) copies of the report within 30 calendar days following the completion of required maintenance and testing for all systems and items of equipment included in the contract for each performance period therein. The final report shall include, as a minimum, date(s) when the service was scheduled, started, and completed, description of conditions at the time service was performed, maintenance and testing performed by the Contractor, results of testing, repairs performed, and remaining deficiencies to be corrected at a later date. Report shall include color photographs to indicate existing conditions and work completed/remaining. The final report shall be typed on 8-½ inch x 11 inch sheets and arranged in a 3-ring binder with tabs for division for each building and system and/or item of equipment therein.

The Contractor shall develop and use industry standard testing and calibration reports (electronic format) for each high voltage switchgear, medium voltage switchgear, low voltage switchgear, switchgear batteries, and transformer.

MAINTENANCE AND INSPECTION OF ELECTRICAL SYSTEMS AND EQUIPMENT: The Contractor shall perform maintenance and inspection to ensure complete, efficient, reliable, and safe operation of Gallery electrical systems and equipment. Work shall be performed by individuals specifically trained and certified to perform work on electrical systems and equipment included in this contract. Work included herein shall be performed between the hours of 5:00 PM and 12:00 midnight to preclude disruptions to Gallery operations; the Contractor shall coordinate specific times for start and completion with the COTR.

With exceptions noted herein, the Contractor shall provide all required repairs for correction of observed deficiencies, including labor and minor parts, during each scheduled event.

The following exclusion shall apply to the maintenance of the electrical systems and equipment:

Any individual item of work identified during the performance of a scheduled event with a total estimated cost (labor plus materials) exceeding $250.00 is not included in the maintenance of electrical systems and equipment. The Gallery reserves the right to determine means to be employed for accomplishment of this work. Such repairs may be accomplished as a formal modification to this contract, executed by other means, or deferred until a later date.

The Contractor shall not perform any repairs without prior approval from the COTR.

The Contractor shall perform the following work as required for each electrical system and/or item of equipment:

Thoroughly clean and remove all dust, dirt, oil, and deleterious debris from all high voltage switchgear, medium voltage switchgear, low voltage switchgear, transformers, motor control centers, and automatic transfer switches.

Inspect high voltage switchgear, medium voltage switchgear, low voltage switchgear, and transformers for moisture accumulation, oxidation, insulation degradation, and connection failure. Identify and replace all defective space heaters.

Check for loose connections and, if necessary, re-torque to manufacturer's specifications.

Inspect and remove dirt, moisture, and deleterious debris from all moving parts. Take corrective actions to limit friction wear on connecting linkages, etc.

Lubricate all bearings with manufacturer’s specified lubricant to maintain optimum performance.

Survey and identify all improperly located high voltage switchgear, medium voltage switchgear, low voltage switchgear, and transformers. Identify current NEC code violations.

Survey and test all gauges mounted on electrical equipment for proper operation and calibration.

Recalibrate or replace gauges as necessary per manufacturer's specifications.

Inspect all insulators for cleanliness and signs of tracking. lean and/or replace as necessary.

Repair all "hot spots" detected during thermographic inspection.

Inspect and clean all battery terminals and connection posts. Re-torque connections as necessary.

TESTING OF ELECTRICAL SYSTEMS AND EQUIPMENT: Testing of electrical systems and equipment shall be performed by competent trained and certified individuals as described hereinafter.

Work included herein shall be performed between the hours of 5:00 PM and 12:00 midnight, with the following exception. All thermographic inspections shall be performed during normal Gallery working hours (as identified hereinbefore). The Contractor shall coordinate specific times for start and completion with the COTR.

QUALIFICATIONS OF TESTING ORGANIZATION AND PERSONNEL

Testing Organization:

The testing organization shall be an independent, third party entity which can function as an unbiased testing authority, professionally independent of the manufacturers, suppliers, and installers of equipment or systems being evaluated.

The testing organization shall be regularly engaged in the testing of electrical equipment devices, installations, and systems.

The testing organization shall use technicians who are regularly employed for testing services.

The testing organization shall possess a designation of "NETA Accredited Company" issued by the International Electrical Testing Association in consonance with the criteria specified herein.

The testing organization shall submit appropriate documentation to demonstrate compliance to these requirements.

Testing Personnel:

Technicians performing electrical tests and inspections shall be trained and experienced concerning the apparatus and systems being evaluated. Testing personnel shall be capable of conducting the tests in a safe manner and with complete knowledge of the hazards involved. Testing personnel shall able to evaluate the test data and make judgments on the serviceability of the specific equipment.

Technicians shall be certified in accordance with ANSI/NETA ETT-2000, “Standard for Certification of Electrical Testing Personnel.” Each on-site crew leader shall posses a current certification, Level III or higher, in electrical testing.

The Contractor shall perform the following tests as appropriate for each electrical system and/or item of equipment:

- Transformers over 600V Primary – insulation resistance test (megger) and analysis of oil sample.

- Medium Voltage Air/Vacuum Circuit Breakers – contact resistance, insulation resistance test (megger), and operational check.

- Protective Relays - calibrate to setting levels per manufacturer's instructions.

- Batteries and Chargers - measure cell voltage, specific gravity, and charge rate.

- 15 KV Ground and Test Breakers – contact resistance, insulation resistance test (megger) to withstand 27 KVAC, and operational test.

-Switchgear and Switchboards Busses – Insulation resistance test (megger) and bus resistance. resistance.

- Thermographic inspection (infrared scanning) of all contact points, connections, splices, fuses, overload, etc.

- Low Voltage Drawout Air Circuit Breakers - contact resistance, insulation resistance test (megger), and secondary injection test.

- Network Protectors – contact resistance, insulation resistance test (megger), and relay calibration.

- Busways – contact resistance and insulation resistance test (megger).

- Generators – two (2) hour full load test with resistive load bank in East and West Buildings.

PHASING REQUIREMENTS: The Contractor shall execute work identified herein in accordance with the following phases:

Phase 1 (Bid Option: 1 Infrared Scanning is to be completed during the Base Year and Option Yr 3 for contract periods specified in the attached equipment list): Thermographic inspection of electrical systems and equipment: This phase shall include the submission of thermographic inspection reports as described in Contract Documentation for all components and systems identified in the attached equipment list.

Phase 2: Maintenance, inspection, and other testing of electrical systems and equipment: This phase shall include submission of the final report for all components and systems identified in the attached equipment list.

SECTION D - PACKAGING AND MARKING

D.1 MARKING

All information and submittals, including forms, reports, and other materials provided to the Contracting Officer (CO), Contract Specialist (CS), or Contracting Officers Technical Representative (COTR) shall be clearly marked with the contract number and project name.

NGA CONTRACT NUMBER: to be established at time of award

PROJECT TITLE: High Voltage Electrical Preventative Maintenance

D.2 PACKAGING AND PACKING

The contractor shall package and pack materials in such a manner that will insure delivery, storage and handling products using means and methods that will prevent damage deterioration, and loss, including theft.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address for electronic access to the full text of a clause.

NUMBER TITLE DATE____

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.246-4 INSPECTION OF SERVICE-FIRM FIXED PRICE (AUG 1996)

52.246-6 INSPECTION –TIME-AND-MATERIALS (MAY 2001)

52.246-16 LABOR-HOUR RESPONSIBILTIY FOR SUPPLIES (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

The Contracting Officer’s Technical Representative (COTR) named in Section G is responsible for the inspection and acceptance of all work performed under this contract, including deliverables, unless delegated to a project manager identified by the COTR. In the event the deliverables or services provided are determined to be unacceptable, the COTR will provide the Contractor with information on requirements for correction.

E.3 QUALITY CONTROL PLAN

The Contractor shall prepare and maintain a Quality Control Program (QCP) to ensure that the work performed herein conforms to the contract requirements. See Section C: Contractor Quality Control Program.

The Gallery reserves the right to choose an inspection method to be used in the implementation of the Quality Control program and to vary the inspection methods utilized during the performance of work without notice to the Contractor. The Gallery’s Quality Control Surveillance Program is not a substitute for quality control by the Contractor. Findings of unsatisfactory or non-performed work will be documented and a Quality Deficiency Service Report (attachment) will be issued to the Contractor. All cost associated with the rework shall be the responsibility of the Contractor.

E.4 SAFETY PLAN

The Contractor shall prepare and maintain a Safety Plan to ensure that the work performed herein conforms to the contract requirements. See Section C: Contractor’s Safety Plan.

SECTION F - DELIVERIES OR PERFORMANCE

F.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE____

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.242-14 SUSPENSION OF WORK (APR 1984)

52.242-15 STOP WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PLACE OF PERFORMANCE

National Gallery of Art 6th Street and Constitution Avenue, NW Washington, DC 20565

* The address above is inclusive of all NGA property within the scope of this contract, which is the East Building, West Building, Connecting Link Building.

F.3. PERFORMANCE PERIOD

This contract will have a base period and four one-year option periods. The period of performance will be from date of award Base Year November 1, 2008 to September 30, 2009 through the end of the fiscal year with four (4) one-year options. Exercise of options will be in accordance with FAR Clause 52.217-9

OPTION TO EXTEND THE TERM OF THE CONTRACT.

LOT I Base Period (November 1, 2008 –September 30, 2009) LOT II Option Year 1 (October 1, 2009 –September 30, 2010) LOT III Option Year 2 (October 1, 2010 –September 30, 2011) LOT IV Option Year 3 (October 1, 2011 –September 30, 2012) LOT V Option Year 4 (October 1, 2012 –September 30, 2013)

F.4 DELIVERY SCHEDULE

The Contractor is required to deliver and keep current the Project Schedule, taking into account the proposed methodology. The Project Schedule must adhere to the requirements of the Statement of Work, including identification of all major activities and deliverables.

F.5 NOTICE TO PROCEED

(a) Following receipt from the Contractor of evidence of insurance within the time specified in Section H of this contract, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the Contractor a Notice to Proceed. The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of evidence of insurance required hereunder. Issuance of a Notice to Proceed by the Government before receipt of the required insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.6 INSURANCE INFORMATION

The Contractor must submit certificates of insurance and insurance policies to the Contracting Officer for review and approval within ten (10) business days from the date of execution of the contract by the Contracting Officer. Insurance requirements for this contract are delineated in Section H and FAR clause 52.228-5, entitled “Insurance—Work on a Government Installation”.

F.7. DELIVERABLES

The contractor shall provide to the Gallery such submission and deliverables as are required in this contract and in the exhibits and attachments hereto including without limitations, the following:

SECTION DESCRIPTION QUANITY DELIVERY

DATE

DELIVERY TO:

C. Quality Control Plan 1 10 days after contract award

CO and COTR

C. Work Schedule 1 15 days after award

CO and

C.

Thermographic Inspection Report

1 14 days after inspection

CO and COTR

C. Final Report 1 30 days after completion of Required maintenance and testing

CO and COTR

E.4 Safety Plan 3 10 days after contract award

CO, COTR and Safety Manager

F.6 Insurance/Licenses & Permits

2 10 days after contract award

CO and COTR

G.4 Central Contractor Registration

1 15 days after award

CO

H.3 Security Forms 2 7 days prior to

NTP

COTR and CO

F.8 NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

F.9 EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in 52.249-8, Default (Fixed-Price Supply and Service) (1984). Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 LIQUIDATED DAMAGES – SUPPLIES, SERVICES, OR RESEARCH AND

DEVELOPMENT

If the Contractor fails to deliver the supplies or perform the services within the time specific in this contract, the Contractor shall, in place of actual damages, pay the Gallery liquidated damages to be calculated at the time of the contractors failure to deliver supplies or performance by the contracting officer. (i.e.) security, safety, COTR inspections etc.

If the Gallery terminates this contract in whole or in part under the Default-fixed-Price Supply and Services clause; the Contractor is liable for liquidated damages accruing until the Gallery reasonable obtains delivery or performance of similar supplies or services. These liquidated damages are in addition to excess cost of repurchase under the Termination clause.

The Contractor will not be changed with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the Contractor as defined the Default-Fixed- Price Supply and Service clause in this contract.

F.11 GOVERNMENT HOLIDAYS

The Gallery observes the following government holidays:

New Year’s Day January 1 Birthday of Martin Luther King, Jr. Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Holidays falling on Saturdays are observed on the Friday preceding the holiday, while those holidays falling on Sundays are observed on the Monday following the holiday.

The Contractor shall comply with the aforementioned Government holidays and any other day designated by Federal Statute, Executive Order, or Presidential proclamation; therefore, the

Government offices are closed to the Contractor’s staff on the day(s) these holidays are observed. In addition, work shall not be required of the Contractor when Federal employees are released from work early due to inclement weather conditions or when Federal offices are closed due to inclement weather conditions. The COTR will notify the Contractor when early release of Federal employees has been authorized. The holiday list may be found on the OPM Web site at (www.opm.gov).

F.12 POST AWARD CONFERENCE

A post award conference will be held 10 days, after contract award at the National Gallery of Art, 601S.

Pennsylvania Ave, NW Suite 300, Washington DC, 20004-2601 to discuss the submittals, specifications, notice to precede, security and safety, and other related contract issues that affect the progress under this contract.

http://www.opm.gov/

SECTION G

CONTRACT ADMINISTRATION DATA

G.1 CONTRACT MANGAGEMENT

The following individuals will be the Gallery’s points of contact during the performance of the Contract.

All contract administration shall be effected by the CO. Communications pertaining to contract administration matters. No changes in or deviations from this contract are authorized unless directed in writing by the CO.

In no event shall any understanding or agreement between the Contractor and any Gallery employee other than the Contracting Officer on any contract, modification, change order, letter or verbal direction to the Contractor be effective or binding upon the Gallery.

All such action must be formalized by a proper contractual document executed by an appointed Contracting Officer. The Contractor is hereby put on notice that in the event a Gallery employee other than the Contracting Officer directs a change in the wok to be performed or increases the scope of the work to be performed, it is the Contractor’s responsibility to make inquiry of the Contracting Officer before making the deviation. Payments will not be made without being authorized by an appointed Contracting Officer with the legal authority to bind the Government.

G.1.2 Contracting Officer (CO)

The CO is he only person authorized to make or approve any changes in any of the requirements of the contract and notwithstanding any provisions contained elsewhere in this contract. The said authority remains solely with the CO. The CO is authorized to appoint a Contract Specialist to perform administrative contracting functions for this contract. In the event, the Contractor makes any changes at the direction of any person other than the CO, the change shall be considered to have been made without the authority of the CO and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. The CO is also responsible for making the final decisions on matters under dispute, unsatisfactory conformance, as ell as contract terminations for convenience or default.

Henrietta V. Brox is hereby designated as the CO. The Government without prior notice may change the CO at any time to the Contractor, but notification of the change, including the name and address of the successor CO, shall be promptly provided to the Contractor in writing.

Name: Henrietta V. Brox Title: Contracting Officer/Deputy Chief Location: National Gallery of Art 601 Pennsylvania Avenue, NW South Building – Suite 300 – Room 380 Washington, DC 20004

Mailing Address: 2000B South Club Drive Landover, MD 20785

Phone: (202) 842-6408 Fax: (202) 312-2792

Email Address: h-brox@nga.gov

G.1.3 Contract Specialist (CS)

The Contract Specialist has the overall responsibility for the administration of the contract. The Contract Specialist is authorized to take actions on behalf of the Gallery to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and/or delivery schedules within the authority delegated by the CO.

Denise Gilson is hereby designated as the CS. The Government without prior notice may change the CS at any time to the Contract, but notification of the change, including the name and address of the successor CS, shall be promptly provided to the Contractor in writing.

Name: Denise Gilson Title: Contract Specialist Location: National Gallery of Art Office of Procurement and Contracts (APC) 601 Pennsylvania Avenue, NW South Building – Suite 300 – Room 3704 Washington, DC 20004

Mailing Address: 2000B South Club Drive Landover, MD 20785

Phone: (202) 842-6344 Fax: (202) 312-2792 Email Address: db-gilson@nga.gov

G.1.4 Contracting Officer’s Technical Representative (COTR)

The COTR shall be designated on authority by the CO to monitor all technical aspects and assist in the administration of this contract. A copy of the COTR’s letter of designation shall be issued to the COTR with a copy furnished to the Contractor, stating the responsibilities and limitations of the COTR. This letter shall clarify to all parties of the contract the responsibilities of the COTR. The duties of the COTR include but are not limited to: assuring the Contractor’s compliance with the technical requirements, performing or arranging necessary inspections in connection with the technical performance, maintaining both written and oral communications with the Contractor, notifying the Contractor and the CO of any deficiencies observed, monitoring the Contractor’s overall performance, and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COTR does NOT have the authority to alter the Contractor’s obligations, direct changes that fall within purview of the General Provisions clause entitled “Changes”, or modify any of the expressed terms, conditions, specifications, or cost under this contract. If as a result of technical discussions it is desirable to alter/change contractual obligations within the Scope of the Work, the CO shall issue such changes in writing.

Michael Case is hereby designated as the COTR. The Government without prior notice may change the COTR at any time to the Contract, but notification of the change, including the name and address of the successor COTR, shall be promptly provided to the Contractor in writing.

Name: Michael Case Title: Power Systems Technician mailto:h-brox@nga.gov mailto:db-gilson@nga.gov

Location: National Gallery of Art Facilities Management Engineering Department (AFM-EL) Sixth Street and Constitution Ave Washington, DC 20004

Mailing Address: 2000B South Club Drive Landover, MD 20785

Phone: (202) 842-6074 Fax: (202) 842-6934 Email Address: m-case@nga.gov

G.2 CORRESPONDENCE

All non-technical correspondence shall be prepared in accordance with section D and addressed to the CO and CS. All technical correspondence, including submittals, shall be prepared in accordance with Section D and submitted to the COTR. All correspondence must contain the appropriate alphabetic organization code for the addressee (APC, AAE, TGA, etc.) Please note the new mailing address for the NGA.

2000B South Club Drive Landover, MD 20785

G.3 PAYMENT

In accordance with the FAR clause 52.232-34 (see partial text below), “Payment by Electronic Transfer – Other than Central Contractor Registration” (May 1999), the Contractor must provide his EFT information to the designated payment office below as shown:

Treasurer’s Office (TGA)

G.4 INVOICING

All invoices shall include the contract number, project title, Contracting Officer, and be sent to:

William Burns (AFM-EN)

The Contractor shall submit proper invoices on a monthly basis for any work performed during the month being invoiced. To constitute a proper invoice, each invoice submitted shall include the following information and/or attached documentation:

(1) Name and address of the Contractor;

(2) Invoice date and number;

(3) Contract number

(4) Description, price, and quantity of services/supplies actually rendered/delivered;

mailto:m-case@nga.gov

(5) Delivery date or Period of performance covered by the invoice;

(6) Payment Terms;

(7) Name and address of the Contractor’s official to whom payment is to be sent. The

“Remit To” address must correspond to the remittance address in the contract

(8) Name, title, phone number, and mailing address of contact person to be notified in the event of a defective invoice;

(9) Other substantiating information or documentation as required by the contract; and

If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall immediately notify the Contracting Officer in writing and request instructions for disposition of the overpayment.

The final invoive shall be prepared in the manner described in FAR clause 52.232-5 Payments under Fixed-Price Construction Contracts (Sept 2002); marked “FINAL INVOICE” and sent to the Contract Officer for processing.

G.5 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER -CENTRAL

CONTRACTOR REGISTRATION (OCT 2003) (partial text only)

“(1) The Contractor is required to provide the Government with the information required to make payment by EFT (see paragraph (j) of this clause). The Contractor shall provide this information directly to the office designated in this contract to receive that information (hereafter: "designated office") no later than 15 days prior to submission of the first request for payment.”

G.6 ACCOUNTING AND APPROPRIATION DATA

Accounting and appropriation data will be…