PWS HVAC - Tybee FINAL.pdf

LAST UPDATED: 7/17/2024

PERFORMANCE WORK STATEMENT (PWS)

FOR

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES

United States Coast Guard STA Tybee, Savannah, GA

TABLE OF CONTENTS

PART 1 GENERAL INFORMATION

1.0 General

1.1 Background

1.2 Scope

1.3 Performance Requirements Summary

1.4 Period of Performance

1.5 Places of Performance

1.6 General Information

1.6.1 Quality Program

1.6.1.1 Contractor Quality Control Plan (QCP)

1.6.1.2 Quality Control Program/Inspection System

1.6.2 Hours of Operation

1.6.3 Federal Holidays

1.6.4 Closures and Delays

1.6.5 Security Requirements

1.6.5.1 Mission Partner Identity, Credential and Access Management (MP ICAM)

1.6.5.2 Protection of Information

1.6.5.3 Personnel Electronic Devices (PEDs)

1.6.5.4 Employee Identification

1.6.6 Key Control

1.6.7 Phase-In/Phase-out Period

1.6.8 Conflicts of Interest

1.6.9 Post Award Conference

1.6.10 General Report Requirements

2.0 Definitions & Acronyms:

2.1 Definitions

2.2 Acronyms

3.0 Government Furnished Items and Services

3.1 Services

3.2 Facilities

3.3 Utilities

3.4 Equipment

3.5 Materials

3.6 Damages to Government Resources

3.6.1 Reimbursement for Damages

4.0 Contractor Furnished Items and Responsibilities

4.1 General

4.2 Materials

4.3 Equipment and Vehicles

4.4 Qualified Personnel

4.5 Key Personnel

4.5.1 List of Key Personnel

4.6 Supervisor/Project Manager

4.6.1 Availability

4.7 Employee Conduct

4.8 Removing Contractor Employees for Misconduct/Security Reasons

4.9 Proposal of Contractor Employees Previously Removed

5.0 General Specifications

5.1 Technical Exhibits (TE)

5.2 Equipment Validation

5.3 Preventative Maintenance Scheduling

5.4 TASK ONE. Routine Preventative Maintenance

5.4.1 Preventative Maintenance Performance

5.4.2 Preventative Maintenance Timeline

5.4.3 Preventative Maintenance Monthly Reports

5.5 TASK TWO. Routine Service Calls

5.5.1 Response Time and Troubleshooting

5.5.2 Cost Estimate

5.5.3 Repair Authorization

5.5.4 Repairs of Over $5,000.00 or Over 80 Labor Hours

5.5.5 Repair Time

5.5.6 Documentation

5.6 TASK THREE. Emergency Service Calls

5.6.1 Response Time

5.6.2 Cost Estimate

5.6.3 Documentation

5.7 Proprietary Automated Control Systems

5.8 Cybersecurity

5.9 Health and Safety

5.9.1 Mishap/Incident

5.9.2 Mishap/Incident Notification

5.9.3 Mishap/Incident Reporting

5.9.4 Safety Stop-Work Order

5.9.5 Environmental Spills Reporting

5.9.6 Material Storage and Use

5.10 Progress Meetings

5.11 Progress Reports

5.12 Inspection and Acceptance

6.0 Applicable Publications

6.1 Compliance Documents

6.2 Government Documents

6.3 Industry Standards

7.0 ATTACHMENT/TECHNICAL EXHIBIT LISTING

7.1 Deliverables/Event Schedule

7.2 List of HVAC Equipment and Level of Service/Maintenance Frequency

7.3 Officer of the Day/Engineer of the Watch Contact Information

7.4 Location Number and Map

7.5 Job Plans and MPCs

PART 1

GENERAL INFORMATION

1.0 General

This is a non-personnel services contract to provide heating, ventilation, and air-conditioning (HVAC) services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the

Contractor who, in turn is responsible to the Government.

1.1 Background

This contract encompasses preventive maintenance services (PMS) for HVAC at United States Coast

Guard (USCG) STA Tybee. All U.S. Coast Guard locations are listed in Paragraph 1.5 below.

1.2 Scope

The Contractor shall provide all personnel, management, materials, supplies, equipment, tools, and any other items or services (except utilities and limited facilities as defined in Section 3.2 and 3.3) necessary to perform PMS for HVAC equipment at each of the Coast Guard locations specified below. The contractor shall follow PART 5 of this PWS and the Technical Exhibits (TE) #1 and #2 that provide detailed information of the servicing equipment and frequency.

1.3 Performance Requirements Summary

This contract does not include a performance requirements summary. The performance and evaluation of the contractor is based upon the inspection and acceptance criteria in Section 5.8, adherence to the approved Project Plan for timeliness of completed PM at the appropriate frequency, and on scheduled deliverables, which will play an integral role in the administration of the contract. The evaluation and performance will be conducted by the Contracting Officer’s Representative (COR), or designated personnel. The contractor shall work with the COR, or designated personnel, and contracting officer to ensure that performance expectations are met.

1.4 Period of Performance

The contract period of performance shall be for one (1) Base Year and, if exercised, four (4) 12-month option Years. The Period of Performance reads as follows:

Base Year

Option Year I

Option Year II

Option Year III

Option Year IV

1.5 Places of Performance

Places of performance consist of:

• USCG STATION TYBEE, 11 COCKSPUR ISLAND RD, FORT PULASKI NATIONAL

PARK, SAVANNAH, GA 31410

1.6 General Information

1.6.1 Quality Program

The Quality Control (QC) program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring file:///C:/Users/CGTaber/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/SCOPE%20PARAGRAPHS.doc file:///C:/Users/CGTaber/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/SCOPE%20PARAGRAPHS.doc a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. Once the QC program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

1.6.1.1 Contractor Quality Control Plan (QCP)

The Contractor shall develop and maintain a QCP delineating the Contractor’s QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements.

The Contractor shall provide a draft QC Plan (QCP) at the Post Award Conference for Government review and comment. The Contractor shall provide a final QCP to the COR, or designated personnel, no later than 10 business days after the Post Award Conference. (D007) (D008)

1.6.1.2 Quality Control Program/Inspection System

The QC system shall encompass all functions of the contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection.

The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

QC program/inspection system shall be designed to keep the Contractor’s management and the USCG informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate. The Contractor shall ensure that QC includes timely and effective corrective action for all deficiencies identified by the Government. (D006)(D007)

The QC Program/Inspection System shall include, but are not limited to, the following:

a. Introduction to the Quality Control System

1. Objectives in using Quality Control.

b. HVAC Preventative Maintenance (PM) Quality Control Process for the Various Tasks

Identified Herein

1. Checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing.

2. Inspection procedures (to include checklists used by the Contractor covering all service requirements of the contract).

3. Means of identifying and resolving problems.

4. Any other methods used to monitor quality control

c. Specific Quality Control Functions.

1. Plan that identifies all maintenance assignments for each piece of equipment.

2. An annual schedule for all periodic maintenance by dates and areas for each piece of equipment.

3. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.

4. A file of all inspections conducted by the contractor and the corrective action taken.

5. Ordering, receipt, storage & retrieval of products, supplies and equipment.

6. Labor Practices (hiring, retention & rewards, and substitutions).

7. Waste Management (including recycling).

8. Security & Safety Compliance with OSHA.

9. Compliance with EPA

d. Contingencies:

1. Emergency Situations

a) Procedures to be used

1.6.2 Hours of Operation

The contractor is responsible for conducting business, between the hours of 0700 and 1630, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, similar Government directed facility closings, or other days specifically communicated to the Contractor by the COR, designated personnel, or the Contracting

Officer. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. Any exceptions to normal work hours can be found in the TE for each location.

1.6.3 Federal Holidays

The contractor is not required to perform work on observed Federal holidays and/or any other day designated by the President’s Proclamation or Executive Order, unless prior approval is received from the

Contracting Officer. Recognized holidays are:

New Year’s Day Birthday of Martin Luther King Jr.

Washington’s Birthday Memorial Day

Juneteenth Independence Day Independence Day

Labor Day

Veterans Day

Columbus/Indigenous Peoples Day

Thanksgiving Day

Christmas Day

When a holiday falls on Saturday or Sunday the observed holiday is the previous Friday or Monday respectively. (5 U.S.C 6103 (b) and Executive Order 11582 3(a))

1.6.4 Closures and Delays

Closures or delays may be planned or unplanned. During a closure, the USCG is closed for business and

Contractors are not allowed to be onsite, without prior authorization from the Contracting Officer or the

COR, or designated personnel. Planned closures will be determined in advance by the USCG Command and could include the day after Thanksgiving and other days immediately preceding or following other holidays. The Contractor will be notified as soon as possible of any unplanned closures; however, during times of inclement weather, Contractors will be advised to monitor the inclement weather number for information on closures.

During a delay, Contractor employees shall follow the directions given on the weather line. Contractor employees SHALL NOT arrive before the times, unless prior authorization has been obtained from the

Contracting Officer or the COR, or designated personnel.

Any work not able to be completed during a closure or delay shall be performed over the ensuing days after the facility is re-opened. Any monthly, quarterly, or semi-annual items that were missed shall be completed as quickly as possible to stay on schedule.

1.6.5 Security Requirements

Security requirements for Contractor’s coming onboard a Government installation is subject to change at any time during the contract period of performance. If requirements change, the Contractor will be notified of the steps that need to be taken to conform to these requirements. Contractor employees that are accessing secure office spaces are required to be escorted when performing work. A contractor Personnel

List and the appropriate security forms are required to be sent to the Contracting Officer 10 calendar days prior to contract start date. (D001)(D002)

1.6.5.1 Mission Partner Identity, Credential and Access Management (MP ICAM)

(a) "Contractor employee" means an employee of a firm, or an individual, under contract or subcontract to the Coast Guard to provide services who also requires one or more of the following:

• Physical access to multiple Coast Guard facilities or multiple federally controlled facilities on behalf of the Coast Guard on a recurring basis (a minimum of 2 times per week and/or 8 times per month) for a period of 6 months or more.

• Remote access, via logon, to Coast Guard network using Coast Guard-approved remote access procedures.

• Both physical access to Coast Guard facility and logical access, via logon, to Coast Guard networks on-site or remotely. Access to the Coast Guard network must require the use of a computer with Government-controlled configuration or use of Coast Guard-approved remote access procedure in accordance with the Defense Information Systems Agency (DISA) Security

Technical Implementation Guide.

(b) Homeland Security Presidential Directive (HSPD)-12 mandates a Federal standard for secure and reliable forms of identification for Federal employees and contractor employees. The Common

Access Card (CAC) is a personal identification card for the Department of Defense/Uniformed

Services and complies with HSPD-12. The Coast Guard has instituted the CAC as its HSPD-12 compliant personal identification card for contractor and subcontractor employees who are required to access a Coast Guard, Department of Defense (DOD), or other federally-controlled computer information system and/or facility, or need public key infrastructure (PKI) authentication to perform their contractual duties. The Mission Partner Identity, Credential and

Access Management (MP ICAM) is the automated application process for obtaining a CAC.

(c) Contractor and subcontractor employees working pursuant to this contract who are required to access a Coast Guard, DOD, or other federally-controlled computer information system and/or facility, or need PKI authentication to perform their contractual duties shall use MP ICAM to obtain a CAC.

(d) The Contracting Officer Representative (COR), designated personnel, or Assisting Contracting

Officer Representative (ACOR) is the MP ICAM Trusted Agent (TA) and initiates contractor accounts in the MP ICAM, approving, returning, or rejecting CAC applications (as applicable);

re-verifying assigned contractors every six months; revoking contractor and employee eligibility for a CAC.

(e) The TA ensures that contractor personnel satisfy the security requirements for CAC issuance prior to creating the CAC application in MP ICAM. Current investigative requirements shall be verified according to Commandant Instruction COMDTINST 5500.18, Coast Guard Trusted

Associate Sponsorship System. The initial CAC issuance requires a favorably adjudicated Tier 1 investigation (equivalent or higher) or a Tier 1 background investigation (BI) (equivalent or higher) package that has been successfully scheduled with the investigative service provider (ISP) and a FBI fingerprint check with favorable results. The TA and Sponsor or other appropriate

Federal Government representative must coordinate with the unit BI Verifier (Command Security

Officer /Trusted Agent Security Manager) or the U.S. Coast Guard Security (SECCEN) to confirm the appropriate investigation has been favorably adjudicated or scheduled at the ISP with favorable FBI fingerprint results. (D002)

(f) The COR, designated personnel, or Contracting Officer provides such forms to, or requests such information from, contractor employees that may be necessary for obtaining a CAC via the MP

ICAM. The Contractor submits completed forms and information as directed by the COR, designated personnel, or Contracting Officer. Contractors are responsible for the accuracy and completeness of the information submitted and for any liability resulting from the Government's reliance on inaccurate or incomplete information.

(g) Contractor employees who are declined via the MP ICAM are ineligible to perform work under this contract.

(h) When an employee with a CAC is no longer performing work under this contract, the employee must return the CAC to the COR/TA or Contracting Officer on the same day the employee stops working.

(i) The contractor shall insert this clause in all subcontracts when a subcontractor's employee is required to access a Coast Guard, DOD, or other federally controlled computer information system and/or facility, or need PKI authentication to perform contractual duties. (D002)

1.6.5.2 Protection of Information

Contractor access to information protected under the Privacy Act and/or proprietary information may occur under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only)

Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

1.6.5.3 Personnel Electronic Devices (PEDs)

Contractor employees accessing secure areas shall deposit cellular phones, MP3 Players, tablet computers, laptops, thumb drives, hard drives and any other electronic or storage device outside of the secured entrance in the storage areas provided. The USCG is not liable for any lost or misplaced items owned by the Contractor or Contractor employees.

1.6.5.4 Employee Identification

Contractor employees shall wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor’s name, in sufficient size to be read at a distance of approximately ten (10) feet, affixed thereon in a permanent manner. The Contractor shall ensure employees’ uniforms are clean and well maintained while performing work under this contract.

1.6.6 Key Control

The Contractor shall establish and implement a method of ensuring that keys issued to the Contractor are not lost, misplaced, nor used by unauthorized persons. The Contractor shall submit a Key Control Plan to the COR, or designated personnel, for concurrence, within 15 calendar days after award. The plan shall describe the Contractor’s methods for ensuring a key or keys are not lost. The Contractor shall not duplicate any key issued by the USCG. The Contractor shall report the loss of keys to the COR, or designated personnel, immediately upon discovery. The USCG, at the Contractor’s expense, shall perform any lock replacement required if the Contractor loses a key or keys. (D003)

1.6.7 Phase-In/Phase-out Period

Thirty (30) days prior to the completion of this contract (to include option periods); an observation period may occur, at which time management personnel of the incoming workforce may observe operations and performance methods of the incumbent Contractor. This will allow for the orderly turnover of facilities, equipment, and records and will help to ensure the continuity of service. The incumbent Contractor shall not defer any requirements for the purpose of avoiding responsibility or transferring such responsibility to the succeeding Contractor. The incumbent contractor shall fully cooperate with the succeeding

Contractor and the Government. (E008)

(a) The incumbent Contractor’s phase-out procedures shall not disrupt or adversely affect the day-to-day Government operations. The Contractor shall also provide the following information:

• Not less than ten (10) business days before the completion of the contract period of performance, the Contractor shall furnish the Contracting Officer with a certified list of the names of all service employees employed within the last month of contract performance.

(D011)

(b) All automated data files in the possession of the contractor are the property of the Government and shall be turned over to the Contracting Officer or the COR, or designated personnel, at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the Government.

1.6.8 Conflicts of Interest

The Contractor shall not employ any person who is an employee of the U.S. Government if the employment would appear to cause a conflict of interest. The Contractor shall not employ on a full or part time basis an employee of the USCG, uniformed or civilian, without the express written consent of the Contracting Officer.

1.6.9 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR, designated personnel, no later than fifteen (15) business days after the date of award. The purpose of the

Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract. The Post Award Conference will be held at the Government’s facility, located at

• USCG STATION TYBEE, 11 COCKSPUR ISLAND RD, FORT PULASKI

NATIONAL PARK, SAVANNAH, GA 31410, or via teleconference. (E001)

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, shall include: (a) List of work to be performed; (b) Project schedule; (c) Description of intended results; (d) Role of key personnel, if applicable and (e) Contractor

QCP. The Contractor shall provide a final Project Plan to the COR not later than fifteen (15) business days after the Post Award Conference. (D005) (D008)

1.6.10 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

PART 2

DEFINITIONS & ACRONYMS

2.0 Definitions & Acronyms:

2.1 Definitions

• Acceptable Quality Level (AQL): The maximum number of defects that can be considered satisfactory on the average. The allowable leeway or variance from a standard before the

Government will reject a specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory way. It means that the Government recognizes that defective performance sometimes happens unintentionally.

• Annually: Services performed once during each twelve (12) month period of the contract, as scheduled.

• Bi-weekly: Services performed twice each calendar week of the contract. These services will be performed on Tuesday and Friday.

• Building Managers: Points of contact in each building who are familiar with response capabilities and procedures.

• Contracting Officer (KO): A person duly appointed with the authority to negotiate and enter into and administer contracts on behalf of the Federal Government.

• Contracting Officer’s Representative (COR): The person(s) whom the Contracting Officer designates in writing by name and/or position title to conduct day-to-day liaison between the Contractor and the

Contracting Officer on technical matters pertinent to this contract.

• Contract Specialist (KS): A Government official responsible for the development, implementation, and administration of this contract. This person is the primary point of contact for the Contracting

Officer.

• Contractor: The term Contractor as used herein refers to both the prime Contractor and any

Subcontractors. The Contractor will be responsible for ensuring that the Subcontractors comply with the provisions of this contract.

• Daily: Services performed once each day, Mondays through Fridays, during the period of the contract.

• Engineer of the Watch: Refers to a military member acting under the CO on an assigned day.

• Engineering Petty Officer (EPO): Serve as the principal advisor to the Base Commanding Officer

(CO) on all matters relating to Facilities Engineering services at smaller locations where Facility

Engineers are not assigned.

• Equipment: Personal property of a capital nature (including tools, machinery, furniture, vehicles, and accessory and auxiliary items) for use in performing services, or for any administrative purpose.

• Facilities Engineer (FE): Serve as the principal advisor to the Base Commanding Officer on all matters relating to Facilities Engineering services at larger locations.

• Frequency of Services: The interval at which services are performed (examples: Daily, Biweekly, Tri-weekly, Weekly, Monthly, Quarterly, Semi-annually/Seasonal, or Annually).

• Government Business Hours: Although each unit may have slightly different hours, the core

Government Business Hours will be Monday through Friday, between 0700 to 1630, except Federal holidays. Also may be referred to as duty hours, normal business hours, normal duty hours, duty, regular business hours, or regular duty hours.

• Manufacturer’s Recommendations: Technical information and user instructions provided by the manufacturer for the operation, use, and maintenance of their equipment.

• Monthly: Services performed once during each month, as scheduled.

• Notice of Deficiency: A formal, written documentation of Contractor nonconformance of work, also known as a Contractor Discrepancy Report (CDR).

• Officer of the Day (OOD): Refers to a military member acting under the CO on an assigned day.

• Periodic Surveillance: Physical observation and/or inspection of contract performance done on a frequency relating to contract performance and scheduling.

• Quality Assurance (QA): Those actions taken by the Government to assure services received meet the requirements of the contract.

• Quality Control (QC): Those actions taken by a Contractor to assure that services rendered meet the

• Quality Control Plan (QCP): Those actions taken by the Contractor to ensure QC program/inspection system to monitor and control their performance of services so that they meet the contract

• Quarterly: Services performed four (4) times during each twelve (12) month period of the contract, as scheduled.

• Semi-annual/Seasonal: Services performed twice during each twelve (12) month period of the contract, as scheduled. In some cases, these services may be seasonal in nature (for example, conducting services such that air conditioning equipment is ready for reliable operation during the cooling season and all heating appliances are ready for reliable operation during the heating season).

• Site Supervisor: The Contractor’s representative, and point of contact with Government representatives, who is responsible for management and coordination of the contract and may or may not be on-site.

• Weekly: Services performed once during each week, as scheduled.

2.2 Acronyms

ACD Actual Completion Dates

AQL Acceptable Quality Level

CAC Common Access Card

CDR Contractor Discrepancy Report

CFR Code of Federal Regulations

COR Contracting Office’s Representative

ECD Estimated Completion Date

EPO Engineering Petty Officer

FE Facilities Engineer

HSAR Homeland Security Acquisition Regulation

IAW In accordance with

KO Contracting Officer

KS Contract Specialist

LOTO Lockout/Tag out

OEM Original Equipment Manufacturer

OOD Officer of the Day

OSHA Occupational Safety Health Administration

PM Preventative Maintenance

PMS Preventative Maintenance Services

PWS Performance Work Statement

TE Technical Exhibits

QA Quality Assurance

QC Quality Control

QCP Quality Control Plan

USCG United States Coast Guard

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 Government Furnished Items and Services

3.1 Services

The Government will not furnish any resources to the Contractor in support of this contract.

3.2 Facilities

The Government will not furnish any property/storage space/areas, computers, telephones, and other items necessary to the Contractor in support of this contract.

3.3 Utilities

All utility services required in the performance of this contract, including normal amounts of electricity, water, and heat/air conditioning for spaces where equipment servicing is located by the Government for use by the Contractor. Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in performance of work, provided the existing systems are not overloaded. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building.

3.4 Equipment

The Government will not furnish any equipment to the Contractor in support of this contract.

3.5 Materials

The Government will not furnish any materials or supplies to the Contractor in support of this contract.

3.6 Damages to Government Resources

The Contractor shall submit to the Contracting Officer or his/her designated representative, a full report of damage to Government property and/or equipment caused by Contractor employees. Dates, times, persons involved, description of damage, and estimated cost of damage shall be indicated in each typed report. All damage reports shall be submitted to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence. (E005)

3.6.1 Reimbursement for Damages

Reimbursement shall be made to the Government for damage that results from Contractor negligence and shall be equivalent to what the Government would pay to replace or repair the item at the time of damage.

The method of reimbursement will be mutually agreed upon by the parties. Typical methods of repayment include reduction of cost from an invoice, a check provided by the Contractor to the USCG, or the repair or replacement of the item by the Contractor.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 Contractor Furnished Items and Responsibilities

4.1 General

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in Part 3 of this

PWS.

4.2 Materials

The contractor will provide any materials not listed in Part 3, that is required to complete work as described in the PWS. The Contractor shall submit a list of supplies, equipment, and materials, to include applicable MSDSs, to the Contracting Officer for approval within fifteen (15) calendar days prior to award. (D004)

4.3 Equipment and Vehicles

The contractor shall provide the equipment necessary to perform the work as described in the PWS.

4.4 Qualified Personnel

All services provided under this contract shall be supervised by Contractor employees fully qualified in the relevant profession, trade or field by certifications/licenses, training, and experience. The Contractor shall hold any nationally recognized licenses/certifications required by law. The Contractor shall be responsible for the employment, training, guidance, and supervision of qualified personnel to facilitate the contract. The Contractor shall maintain records for all personnel hired under this contract. These records shall be made available to the Contracting Officer or designee upon request.

4.5 Key Personnel

Subject to the Key Personnel and/or Facilities clause (HSAR 3052.215-70), the Contractor has the right to remove or replace personnel assigned to perform services under this contract and to substitute other qualified personnel in lieu thereof. Before removing or replacing any key personnel, the Contractor shall notify the Contracting Officer in writing a minimum of fifteen (15) calendar days prior to the effective date before the change becomes effective. The Contractor shall submit sufficient information to support the proposed action and to enable the Contracting Officer to evaluate the potential impact of the change on this contract. The Contractor shall not remove or replace key personnel until the Contracting Officer approves the change. However, in the event that a Contractor employee voluntarily leaves the company or the Contractor has to immediately remove an employee for any reason, the Contractor shall provide notice to the USCG as soon as the vacancy is known.

4.5.1 List of Key Personnel

The USCG has determined that Key Personnel shall consist of the following position at a minimum:

• Supervisor/Project Manager

4.6 Supervisor/Project Manager

The Contractor shall provide a Supervisor/Project Manager who shall be responsible for all Contractor work performed under this PWS. The Supervisor/Project Manager shall be a single point of contact for the Contracting Officer and the COR, designated personnel. The name of the Supervisor/Project

Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the

Supervisor/Project Manager, shall be provided to the Government as part of the Contractor's proposal.

During any absence of the Supervisor/Project Manager, only one alternate shall have full authority to act on behalf of the Contractor on all matters relating to work performed under this contract. The Project

Manager and all designated alternates shall be able to read, write, speak and understand English.

Additionally, the Contractor shall not replace the Project Manager without prior approval from the

Contracting Officer.

4.6.1 Availability

The Supervisor/Project Manager shall be available to the COR, designated personnel, via telephone between the hours of 0700 and 1600 Eastern Standard Time (EST), Monday through Friday. For non-emergent issues, the Supervisor/Project Manager shall respond to a request for discussion or resolution of discrepancies within two (2) hours of notification during the business day, and within two (2) hours of the start of the following business day, if the request is received after normal business hours. For emergent issues, the Supervisor is required to respond to all requests for discussion within one (1) hour regardless of the time or day of the week.

4.7 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures

(e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure employees present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S.

or the Department of Homeland Security (DHS).

4.8 Removing Contractor Employees for Misconduct/Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract.

The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

The Government also has the right to request removal or replacement of Contractor personnel for any other reason not stated herein. The Contracting Officer will send a written notice to the Contractor a minimum of thirty (30) calendar days prior to the effective date unless the removal is for violation of a policy or regulation that makes immediate removal necessary. (E007)

4.9 Proposal of Contractor Employees Previously Removed

The Contractor shall request approval from the Contracting Officer, in writing prior to proposing an employee for on-site performance under this contract, any potential Contractor employee that has previously been removed from any Government contract at the direction or request of the Contracting agency. The request shall include an explanation for the previous removal(s), Contractor's plan to mitigate risk of future removal if approved, unique experience/qualifications of proposed employee, and demonstration of benefit to the Government of granting approval.

PART 5

SPECIFIC TASKS

5.0 General Specifications

The Contractor shall provide HVAC PMS to meet the requirements listed in this PWS including TEs.

The Technical Exhibits TE #1 and #2 contains equipment information and USCG SAM job plans or

Maintenance Procedure Cards (MPC)s (for guidance) for each piece of equipment to be serviced under this contract. One piece of equipment may have multiple job plans or MPCs. Contractor shall use

RSMeans line items, job plans, MPCs, and manufacture service manuals for guidance to completed PMs.

5.1 Technical Exhibits (TE)

The following information is found in TE #1 and #2:

• The location, manufacturer name, and model number for each piece of HVAC equipment to be maintained.

• Equipment maintenance frequencies

• Officer of the Day contact or Engineer of the Watch information for each location

• Maps of each unit with building location numbers

• Job Plans

PM Job Plans, MPCs, equipment, and locations numbers are used by the Facility Engineers to track and maintain records of PM. The building list tables are to be included in progress reports for PM that was performed so the Facility Engineer can update Coast Guard Records Databases.

5.2 Equipment Validation

The Contractor is expected to visually inspect each piece of equipment listed in Technical

Exhibit 1 within the first fourteen (14) calendar days of this contract. During the period, the

Contractor shall validate the equipment description, manufacturer, and model number. The

Contractor shall notify the COR, designated personnel, of any discrepancies within seven (7) calendar days of completion of the initial inspection. The Government uses a USCG modified version of IBM’s Maximo® Asset Management software to manage its facilities infrastructure and equipment. From time to time, the Contractor can be expected to remove and replace failed equipment. Whenever equipment is replaced, the Contractor shall provide the COR’s, designated personnel, with the following new equipment information within seven (7) calendars day after installation:

• Equipment Description

• Building Name

• Physical Location within the Building

• Manufacturer Name

• Manufacturer Model Number

• Serial Number

• Installation Date

• Approximate Acquisition Cost

5.3 Preventative Maintenance Scheduling

Within fourteen (14) calendar days of contract award, the Contractor shall submit to detailed preventative maintenance schedule (preferably in MS Excel format) for the COR, or designated personnel’s, approval. This schedule shall be for the entire contract period and identify each piece of equipment by the Government’s equipment number, equipment description, building and the date on which preventative maintenance work is scheduled (see section below for work completion deadlines). The preventative maintenance schedule shall be updated annually within fourteen (14) calendar days of each Option Year renewal.

5.4 TASK ONE. Routine Preventative Maintenance

5.4.1 Preventative Maintenance Performance

The Contractor shall perform preventative maintenance in accordance with manufacturer’s instructions and accepted industry standards on all equipment identified in Technical Exhibit 01.

5.4.2 Preventative Maintenance Timeline

The Contractor shall complete preventative maintenance work within fourteen (14) calendar days from the date specified in the Contractor’s preventative maintenance schedule required under section 5.3. If materials are required, the preventative maintenance work shall be completed within fourteen (14) calendar days after receipt of the materials. If preventative maintenance work is delayed beyond these deadlines, the Contractor shall notify the COR and provide expected completion dates. (E002)

5.4.3 Preventative Maintenance Monthly Reports

The Contractor shall submit a monthly preventative maintenance report to the COR within seven (7) calendar days after the end of the month with all equipment maintenance and inspections performed within the month. This report shall include the Government’s equipment number and description as provided in Technical Exhibit 01 and reflect work completion dates. Additionally, this report shall identify any equipment deficiencies noted by the Contractor during the performance of the preventative maintenance work.

5.5 TASK TWO. Routine Service Calls

5.5.1 Response Time and Troubleshooting

The Contractor shall respond to routine service calls within 24 hours of notification. The Contractor shall perform initial troubleshooting to determine the nature and extent of the failure. If repairs can be made at the time of the initial response, the Contractor shall execute the repairs. CORRECTIVE

MAINTENANCE (REPAIRS) ARE INCLUDED ON THIS CONTRACT. REPAIR PARTS SHALL

NOT EXCEED (NTE) $5,000 IN A TWELVE (12) MONTH PERIOD. REPAIR LABOR HOURS

SHALL NOT EXCEED (NTE) 80 IN A TWELVE (12) MONTH PERIOD. Corrective maintenance

Repair parts and labor hours will be tracked on separate lines of accounting. When the Contractor finds a repair requirement while completing preventive maintenance, the Contractor shall immediately notify the

Contracting Officer’s Representative (COR) of the repairs that are necessary, and their associated costs, and gain approval to make the corrective repairs. The Contractor’s notification shall include a description of the problem or issue, and costs for the repairs. (E004)

5.5.2 Cost Estimate

If repairs cannot be made during the initial response, the Contractor shall provide a repair estimate to the

COR and KO within 48 hours of the initial service call. The cost estimate shall be invoiced under

Contract Line-Item Numbers (CLINs) for corrective maintenance repair parts and corrective maintenance labor hours under the provisions of section 5.5.1. The cost estimate shall include an itemized listing of materials/parts/equipment where the unit price of any component exceeds $100.00, labor hours with contract labor rates, lead times when applicable and estimated repair start and completion dates.

Incidental materials and parts below a unit price of $100.00 can be combined into a single line-item price.

(E004)

5.5.3 Repair Authorization

The Contractor must receive written authorization from the Contracting Officer prior to ordering any parts and repairing the diagnosed failure.

5.5.4 Repairs of Over $5,000.00 or Over 80 Labor Hours

The KO will provide written authorization via the issuance of a Modification. Upon receipt of this

Modification, the Contractor may order parts and materials needed to perform repairs.

5.5.5 Repair Time

For repairs not exceeding the $5,000.00 or 80-hour thresholds in section 5.5.1, the Contractor shall complete all routine repairs within seven (7) calendar days. If materials must be ordered, the Contractor shall complete repairs with seven (7) calendar days after receipt of the materials. For repairs that exceed the $5,000.00 or 80-hour thresholds from section 5.5.1, the period of Contractor performance will be identified in the Modification.

5.5.6 Documentation

After completion of work, the Contractor shall submit all relevant documentation to the COR, or designated personnel, within seven (7) calendar days. Relevant documentation includes service manuals, wiring diagrams, start-up procedures, warranty information, etc. (E004)

5.6 TASK THREE. Emergency Service Calls

5.6.1 Response Time

Emergency work includes any situation that is an immediate threat to life, property, environment, security, or mission. The Contractor shall respond to emergency service calls within two (2) hours of notification. The COR, or designated personnel, will specifically notify the Contractor that the service call is classified as an emergency. The Contractor shall initiate corrective action and prosecute the work to a point of safe mitigation. The Contractor shall promptly notify the COR, or designated personnel, once this point of safe mitigation has been obtained. Should additional repairs be required, the Contractor shall proceed using the procedures detailed in the Routine Service/Work Order section of this PWS.

TWO (2) emergency visits are covered under this contract.

5.6.2 Cost Estimate

If repairs cannot be made during the initial response, the Contractor shall provide a repair estimate to the

COR and KO within 48 hours of the initial service call. The cost estimate shall be invoiced under

Contract Line-Item Numbers (CLINs) for corrective maintenance repair parts and for corrective maintenance labor hours under the provisions of section 5.5.1. The cost estimate shall include an itemized listing of materials/parts/equipment where the unit price of any component exceeds $100.00, labor hours with contract labor rates, lead times when applicable and estimated repair start and completion dates.

Incidental materials and parts below a unit price of $100.00 can be combined into a single line-item price.

The repair estimate should NOT include labor hours for the initial service call to determine the nature and extent of the failure. The initial service call should be invoiced separately under (CLIN) covering

Emergency Service Calls and the provisions of section 5.6.1. If an emergency visit lasts beyond three hours, not including travel to and from the site, the contractor may invoice work hours to the CLIN for corrective maintenance labor hours provisioned in section 5.5.1. (E004)

5.6.3 Documentation

After completion of work, the Contractor shall submit all relevant documentation to the COR, designated personnel, within seven (7) calendar days. Relevant documentation includes service manuals, wiring diagrams, start-up procedures, warranty information, etc.

5.7 Proprietary Automated Control Systems

Some servicing instructions require services on proprietary automated control systems. Maintenance on these control systems shall include accessing the program and verifying parameters; operating a percentage of the valves and actuators in the system; verifying that a random percentage of the sensors are within calibration; and general operation of the control system. The Contractor shall service these proprietary systems as required by the manufacturer.

5.8 Cybersecurity

If a computer or other type of mobile computing device such as a tablet must be connected to serviced equipment perform troubleshooting or maintenance, the contractor will:

• Notify the COR, or designated personnel, before and after any computing device connection work is done.

• Be responsible for ensuring the computing device being connected to any equipment component has current antivirus software and file integrity checking software enabled and is scanned to ensure it has the latest antivirus software definitions, security updates, and patches applied to ensure it is free of any virus or malware which could negatively impact the Coast Guard systems.

• Ensure the equipment component(s) being connected to remains part of a stand-alone system and is not connected to the Coast Guard network.

• Perform maintenance and support which require a computing device connection to an equipment component on-site only (not remotely) to the greatest extent possible.

• Disable any cameras or microphones, preferably at the hardware or physical level.

• Be responsible for all costs associated to repair any equipment component(s) infected by a virus or malware introduced to the component by the contractor's computing device.

5.9 Health and Safety

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the Occupational Safety Health Administration (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 and any USCG

Instructions as applicable, and the protection of their employees. Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements.

The Contractor shall be subject to safety inspections of its work sites by the Government. Contractor safety records shall be available upon request by the Contracting Officer. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the

“personal” safety requirements of employees. The USCG will NOT provide contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

5.9.1 Mishap/Incident

If requested by the COR, DESIGNATED PERSONNEL,the Contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the Contracting Officer.

5.9.2 Mishap/Incident Notification

The Contractor shall report to the Officer of the Day (OOD)/Engineer of the Watch, Contracting Officer, COR and his/her designated representative any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accident shall be indicated in each typed report. All accidents shall be reported to the

Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence.

Note: It is the sole responsibility of the Contractor to report recordable injuries of its employees to

OSHA. (E006)

5.9.3 Mishap/Incident Reporting

A written report of the mishap/incident shall be sent within 3 calendar days to the Contracting Officer and the COR. For information not available at the time of initial written report, the Contractor shall provide the remaining information no later than 20 calendar days after the mishap, unless an extension is granted by the Contracting Officer. Mishap notifications shall contain, a minimum, the following information:

(D010)

• Contract Number, name and title of person(s) reporting.

• Date, time and exact location of accident/incident.

• Brief narrative of accident/incident (events leading to accident/incident).

• Cause of accident/incident, if known.

• Estimated cost of accident/incident (material and labor to repair/replace).

• Nomenclature of equipment and personnel involved in accident/incident.

• Corrective actions (taken or proposed).

• Other pertinent…