PWS O and M Contract revised 3-14-23 final.pdf

Performance Work Statement Version 03/14/2023

UNITED STATES DEPARTMENT OF AGRICULTURE AGRICULTURAL

RESEARCH SERVICE

12405B24R0001

PERFORMANCE WORK STATEMENT

ATTACHMENT I PERFORMANCE WORK STATEMENT (PWS)

OPERATION AND MAINTENANCE SUPPORT SERVICES

SOUTHERN REGIONAL RESEARCH CENTER

NEW ORLEANS, LA

Table of Contents

Table of Contents Background

1. SCOPE OF WORK

1.1. Responsibilities

1.1.1. Repair and Replacement Parts

1.1.2. Employee Identification and Safety Equipment

1.1.3. Compliance

1.2. General Information

2. WORK MANAGEMENT

2.1. Routine Work

2.1.1. Preventive Maintenance

2.2. Additional Work

2.3. Work Priorities

2.3.1. Priority 1 Work

2.3.2. Priority 2 Work

2.3.3. Priority 3 Work

2.3.4. Alterations and Changes

2.4. Transition of Contract Performance

2.5. General Work Management Duties

2.6. Quality Control (QC) Tasks

3. ADMINISTRATIVE SERVICES

3.1. Receiving Operations

3.1.1. Receiving Tasks

3.1.2. Available Government Property, Materials, and Services

3.2. Security Operations

3.2.1. Security Related Tasks

3.3. Public Relations

3.3.1. Meeting Rooms and Schedules

3.4. Mail and Messenger Support Tasks

3.4.1. Mail Service

3.5. Inventory, Property, and Disposal

4. SAFETY

4.1. Smoke/Fire Service Maintenance and Detection

5. UTILITIES SERVICES

5.1. Electrical Tasks

5.2. Pipefitting

5.2.1. Water Systems

5.2.2. Fire Hydrants

5.3. Heating, Ventilation, Air Conditioning (HVAC), and Refrigeration

5.3.1. HVAC and Refrigeration Tasks

5.3.2. Logs and Records

5.3.3. Fume Hoods

5.4. Metal Fabrication

5.5. Building Automation System (BAS)

5.5.1. Building Automation System Tasks

6. FACILITIES SERVICES

6.1. Maintenance and Repair Services

6.1.1. Mold and Mildew

6.1.2. Trash Removal Services

6.2. Housekeeping

6.2.1. Housekeeping Tasks

6.3. Grounds Maintenance

6.3.1. Grounds Maintenance Tasks

6.4. Automotive, Lawn, and Farm Vehicle Tasks

6.4.1. Vehicle/Equipment Maintenance

7. PLOT SERVICES

7.1. Plot Requirements

APPENDICES

Appendix 1. Glossary of Terms Appendix 2. List of Required Reports Appendix 3. Facilities Listing Appendix 4. Historical Workload Data Appendix 5. Historically Subcontracted Work Appendix 6. Facilities Inventory Appendix 7. List of PM Equipment Appendix 8. Government Furnished Property/Equipment List Appendix 9. Automotive Equipment List Appendix 9A. Vehicle Checklist Appendix 9B. Annual Vehicle Checklist Appendix 10. Energy Conservation Action Appendix 11. Visitors Policy Appendix 12. Work Order Customer Satisfaction Questionnaire

Background

The United States Department of Agriculture (USDA), Agricultural Research Service (ARS), Southern Regional Research Center (SRRC), herein after referred to as the “Center,” is located at 1100 Allen Toussaint Blvd., New Orleans, Louisiana.

ARS Research Centers are agricultural research centers authorized by Congress in 1938 “...to conduct research into and to develop new scientific chemical and technical uses and new and extended markets and outlets for farm commodities and products and by-products thereof.”

The complex at 1100 Allen Toussaint Blvd. consists of twenty-four (24) buildings and a complete utilities system, sophisticated environmental controls, and a variety of specialized laboratories and rooms, all located on approximately thirty-three (33) acres. The complex presently contains approximately 400,000 square feet of floor space. Basic utilities are purchased from public utility companies.

Government scientists, with the aid of research technicians, assistants, and students, conduct agricultural research at the Center. The Center is led by a Director (CD) with the assistance of an Administrative Officer (AO) and staff that generally includes a Contracting Officer’s Representative (COR), and a Facility Operations Specialist (FOS). Research personnel are organized into a series of Research Units, each overseen by a Research Leader. This contract will be overseen by an ARS Contracting Officer (CO) whom will most likely not be located at the Center.

The work of the Center relates to both chemical and biological research of national interest.

Chemical and biological hazards are part of the working environment, and a series of safety protocols are enforced to ensure chemical safety, bio-safety, and bio-security throughout the Center.

The support of this research requires a large number of laboratories, many of which are furnished with extremely complex and expensive test equipment requiring closely controlled environments to function properly. Historically the responsiveness, meaningful communication, and skill provided by Contractor employees in maintaining, repairing, and restoring operations and control of the facilities has been critical for the protection of the integrity of the research programs being conducted at the Center.

1. SCOPE OF WORK

The Contractor shall provide all labor, supervision, tools, equipment, spare parts, and materials (considered as Contractor Furnished Property (CFP) for the operation and maintenance, facilities operations, and management and administrative support services to the Center. Government Furnished Property/Equipment will be the exception to this statement (see Appendix 8). This performance work statement (PWS) specifies the services required to provide the full range of operational and maintenance support to the Center twenty-four (24) hours per day, seven (7) days per week (24/7).

1.1. Responsibilities

The PWS is divided into categories for convenience only and all requirements have equal weight and significance throughout. The contract is to be read as a whole document.

Facilities operations and maintenance functions shall include the areas of preventive maintenance, building maintenance, shop services, alteration and repair, grounds maintenance, heating, ventilation, air conditioning, refrigeration, electrical, housekeeping, and administrative services.

The Contractor shall perform all work described in this PWS in accordance with all applicable U.S. and Louisiana State laws, regulations, codes, technical manual specifications, manufacturers’ guidelines, and USDA and ARS directives unless otherwise specified or directed.

The Contractor shall perform all related services necessary to carry out the provisions of this contract, including quality control, financial control, maintenance of accurate, updated, and complete records, and files and libraries of documents including a Facilities Inventory (Appendix 6). The Contractor shall prepare and submit required reports (Appendix 2), compile historical data, perform administrative work, and submit any necessary information as requested or specified. All reports shall be submitted electronically to the greatest extent possible; when a report is not sent electronically, a written explanation shall accompany the written report. The Contractor may be requested to generate and provide a specific report or a portion of a report with a turnaround time of as little as eight (8) hours.

Each Contractor employee is expected to adhere to standards of competency, conduct, appearance, and integrity that reflects credit to the employee, the Contractor, and the government. The Contractor is responsible for disciplinary action with respect to their employees as necessary.

The Contractor and any sub-contractors will follow all Center’s safety protocols in performing the required operations of this agreement. The Contractor is responsible for ensuring that their employees conduct their work assignments in a safe manner.

The Contractor shall provide assistance to other contractors on site, whether they are working for them directly or for the government. This type of assistance normally would be in locating of various utility lines, valves, piping, switches, relocating equipment or components, moving equipment or components, shutting down or turning on of various equipment, utilities, valves, and switches. Depending on the complexity, on average this would take about two (2) hours total per any one single task. Such functions are in direct support of the research mission of the Center. In the event that the Contractor is unable to fulfill any required time requirements, the Contractor will notify the government in writing within twenty-four (24) hours as to the reason why.

The Contractor shall follow general energy conservation actions as recommended in Appendix 10. In addition, the Contractor will try to utilize products and materials made from bio-based materials (e.g., bio-based greases, bio-based hydraulic fluids, bio-based absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the CO/COR. Bio-based products that are designated for preferred procurement under USDA’s BioPreferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their bio-based products such as bio-based content. In addition to the bio-based products designated by USDA in the BioPreferred Program, the Contractor is encouraged to use other bio-based products.

The Contractor shall submit, upon award, a complete list of bio-based products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of bio-based products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

Title to all durable parts and construction material purchased by the Contractor in performance of this contract shall be vested in the Center and occurs at the point of delivery to the Contractor.

1.1.1. Repair and Replacement Parts

The Contractor, with COR approval, will be responsible for the first $1,500 of repair and replacement parts for all types of routine work as part of the cost of CLIN 0001 not to exceed $18,000 limit per year. Note: Unless negligence occurs on the part of the Contractor, the government will replace all government furnished equipment as needed. The Contractor shall include expenditures details in the Monthly Report (Appendix 2). Upgrading and/or replacing fixtures, equipment, or components to facilitate energy conservation efforts will employ gratis labor.

1.1.2. Employee Identification and Safety Equipment

The Contractor shall furnish personal safety equipment for its employees in performance of this contract. Safety equipment includes, for example, shoes or boots, eyewear, respirators, and gloves. The Contractor shall ensure that all employees wear a Center or USDA/ARS badge at all times while on location.

1.1.3. Compliance

(a) The Contractor shall be solely liable for acts of errors and omission in regard to compliance with Federal, state, and local environmental statues, regulations and applicable guidelines which lead to fines, penalties, or costs associated with enforcement actions, removal actions, corrective actions, or remedial actions.

http://www.biopreferred.gov/

(b) The Contractor shall assume full liability for the release of any hazardous substance to air, soil, or water resulting from its own or its subcontractor’s actions. The Contractor shall be responsible for the costs associated with the cleanup of any such release. In the event that the Contractor is removed from the duties at the Center, the Contractor shall also be responsible for latent defects caused while performing tasks while on property.

(c) The government retains the right to initiate and complete cleanup actions for which the Contractor shall reimburse the government for costs associated with cleanup and disposal as a result of any negligible act by the Contractor as stated above.

1.2. General Information

The on-site government personnel observe the listed dates as holidays:

New Year’s Day Martin Luther King, Jr.’s Birthday Presidents’ Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans’ Day Thanksgiving Day

January 1 3rd Monday of January 3rd Monday of February Last Monday of May June 19th July 4th 1st Monday of September 2nd Monday of October 2nd Monday of November 4th Thursday of November

Christmas Day December 25th

Holidays may also include any other day designated by Federal statute, Executive Order, Presidential Proclamation, or a Center mandated closure, e.g., an extreme weather event.

When a holiday falls on a Saturday, the preceding Friday is observed. When a holiday falls on a Sunday, the following Monday is observed. Observance of such days by government personnel shall not by itself be cause for an additional period of performance, or entitlement of compensation, except as set forth within the contract.

The government reserves the right to close the facilities due to weather conditions, safety, health, or medical emergencies as necessary. Contractor personnel will be required to remain on duty and/or return to the Center as needed to maintain the Center in the event of such adverse weather conditions or emergencies. Services are required twenty-four (24) hours per day, 365 (or 366) days per year, on an uninterrupted basis, including all National and religious holidays unless otherwise instructed by the CO. The contractor will provide all labor, and necessary personnel, required to facilitate the Center needs for such adverse weather conditions, (Hurricanes, tornados, flooding, etc.) and any Emergencies that occur at the Center. Emergencies could include, but are not limited to: Explosions, Fire, loss of Environmental Conditions, loss of domestic water, loss of domestic Hot water, loss of Deionized Water, Steam, Boiler malfunction, loss of Emergency Generator use, loss of Electricity to, or within the facility, loss of Natural Gas to or within the facility, or any service that will impact the access or use of the facility that is required during normal operation 24 hours/day, 365(6) days per year.

Note: Unless otherwise noted, regular working hours at the Center are from Monday through Friday from 7:30 a.m. to 4:00 p.m. Each contract employee is expected to be on the work site during the regular working hours. Any deviation in unusual circumstances needs prior approval by the COR/AO.

2. WORK MANAGEMENT

The Contractor shall assist and fully cooperate with the Information Technology (IT) department or its contractor to implement and utilize a paperless automated work management system to be used for the submission, approval, and tracking of all work requests and preventive maintenance.

The system will track quality control, estimates, material, labor, equipment, scheduling, and priorities. Completed work orders shall be visible electronically via the Center’s local area network (LAN) with all required data. Access to the Contractor’s work management system will be available to the government at any time during normal duty hours through the LAN system.

The current file format is sufficient and is generated by existing software for retrieving reports for the government. Any changes or updates to the work management system must be reviewed and approved before purchase and implementation.

2.1. Routine Work

Routine Work is defined as recurring services that are scheduled frequently or repetitively throughout the term of the contract and should be accomplished without further input from the government. No work that substantially alters, modifies, or otherwise changes buildings, structures, or equipment is considered routine work. Routine work/recurring services require planning, scheduling, and frequent quality control monitoring by the Contractor. The contract price for routine work shall include all labor, supplies, materials, equipment, and subcontracts deemed necessary to perform the requirements of the PWS, including repair and maintenance.

This includes work required due to updated technology and changes in research needs. Examples of routine work include maintenance of facilities research support equipment (e.g., facilities electrical, plumbing, building automation, HVAC/R equipment and systems maintenance, grounds and grounds equipment maintenance, vehicles maintenance, preventive maintenance tasks, and administrative support, etc.).

2.1.1. Preventive Maintenance

The Contractor shall perform preventative maintenance (PM) of buildings and structures, systems, plants, tools, and equipment. The Contractor shall develop an annual preventative maintenance plan (PMP) (Appendix 2). In addition, the Contractor will provide a monthly preventative maintenance report that summarizes current PM activities (Appendix 2) and a monthly preventative maintenance schedule that lists pending maintenance along with inspection, maintenance, and shutdown schedules (Appendix 2).

The schedule will remain regular except for additions, deletions, and updates. Contractor will notify the CO/COR within ten (10) calendar days of any changes to the preventative maintenance schedule or listing. CO approval is required for additions and deletions. All updates shall be accomplished within thirty (30) calendar days of government approval.

Historical data indicating average quantities of PM is shown in Attachment 1 of Appendix 7. The Contractor shall perform a review of the PMP and schedule. The Contractor shall submit the PMP every ninety (90) days and discuss with the government any changes prior to revising the PMP and submit a revised PMP within twenty-four (24) hours of making any changes. Quarters are identified as Oct 1, Jan 1, Apr 1, and Jul 1.

The PMP shall be developed in accordance with the following order of precedence:

(1) Manufacturers’ recommendations and standards.

(2) National and State of Louisiana codes.

(3) Industry standards.

The Contractor shall maintain PM records that include scheduled and completed dates, work performed, noted observations, craftsman, and time expended. This information shall be available to the government via the Center’s LAN. The records shall also include: equipment ID numbers, equipment description, and craftsman notes. A monthly Deficiency Report (Appendix

2) shall be submitted to the CO/COR of any PMP elements not completed as scheduled, along with the reason why the element was not completed and a schedule of when the element will be completed.

2.2. Additional Work

Additional work is defined as work within the general scope of the contract, but not specifically described in the PWS. Examples of additional work may include 1) emergency work not included in routine work; 2) equipment maintenance above workload data and not included in routine work; 3) maintenance, alterations and repair of building structures outside the building footprint: 4) moving furniture, relocating offices, and assembling furniture; 5) voice and data cable distribution; 6) mechanic overhauls; 7) cleaning the interior of sewage decontamination tanks; 8) fabrication/modification of boiler plant; 9) replacing HVAC systems; 10) asbestos abatement (other than glove bag abatement which will be considered routine work); and 11) execution of any engineering and planning involved to develop specifications and estimates for additional work shall be considered routine work. Preventive maintenance for a building used exclusively by one research unit will be considered additional work.

Additional work Order: A delivery or task order for additional work. Such orders shall not exceed $25,000 per order.

Additional work cannot be performed unless/until a funded task order has been issued for the work by a warranted CO.

2.3. Work Priorities

Work will be prioritized using the following guidelines. The CO may change work order priority at any time. The Contractor shall include in the Monthly Report (Appendix 2) a table of routine and additional work orders consisting of the following information: work order number, date submitted, date approved, date completed, and details of any deficiency.

2.3.1. Priority 1 Work

Priority 1 work requires immediate action essential for the protection of critical equipment, facilities, environmental conditions, health, safety or security. Immediate corrective action shall be taken and will be pursued on a continuous basis until permanent repairs are completed or otherwise directed by the CO.

2.3.2. Priority 2 Work

Priority 2 work shall be accomplished by the first available craftsman. Personnel shall not be diverted from scheduled work. Work shall start within one (1) work day, and be completed within five (5) work days, unless otherwise directed by the CO.

2.3.3. Priority 3 Work

Priority 3 work shall be accomplished in the most economical and efficient manner on a "first come, first served” basis. At a minimum, work on fifty (50) percent of these requests shall be completed within three (3) work days of receipt. The remainder shall be completed within seven

(7) work days, unless otherwise directed or authorized by the CO.

2.3.4. Alterations and Changes

The CO/COR may make NO COST minor alterations and changes to approved routine and Additional Work requests, as long as it does not change the scope of the original work request.

Additional requirements will require another work request to be submitted. The CO has final determination whether the change is within the original scope. The government shall determine if additional work is covered under the Davis-Bacon act.

2.4. Transition of Contract Performance

The Contractor shall assist the government in the transition of contract performance thirty (30) days prior of the start of the performance period (i.e., the phase-in period). Examples of transitional work tasks include:

(a) Site and facilities inspections.

(b) Records and files passed on from previous contractor.

(c) Government furnished property inventory.

(d) Security inventory.

2.5. General Work Management Duties

The Contractor shall:

(a) Maintain a point of contact on-site for receipt of work requests.

(b) Review work requests for completeness, understanding, and clarity. Vague and incomplete work requests shall be immediately returned to the customer for clarification.

(c) Develop and submit annually "Mark-Up Drawings” (Appendix 2) to the CO/COR of any mechanical, electrical, or structural changes or alteration done by the Contractor or its sub-contractors.

(d) Develop and submit weekly a “Backlog Report” (Appendix 2) to the CO/COR/AO to include routine and additional work by assigned priority and identify those that have an impact on the Center or customers such as utilities, closing of areas, equipment, or safety. This report will include all work not yet completed.

(e) Notify CO/COR and affected personnel within seventy-two (72) hours prior to any planned interruption of utilities, services, or closures.

(f) Develop and submit daily a “Work Schedule Report” (Appendix 2) to the CO/COR/AO by 9:00 a.m. Schedule shall contain work order number, craftsman assigned, location, and a brief description of the planned work for the day, and any after hours, weekends, or subcontractor work.

(g) CO will make determination of acceptability of finished work. Contractor ensures that any work to be redone is not assigned and treated as “new” work.

(h) Inform government requestor when their work order is completed, have customer sign off and indicate if they are satisfied or dissatisfied. Submit electronically anything other than satisfied responses to the COR within one (1) work day of receipt and include explanation of any corrective action that was taken by Contractor. Contractor shall include in the Monthly Report (Appendix 2) the number of satisfied work orders and the number of dissatisfied work orders.

(i) All Center flags (four locations) will be maintained in good condition. Contractor will raise and lower front flag as needed, as required by the government. Flags will be purchased by government, but Contractor will maintain a flag inventory to ensure that at least three (3) new replacement flags are available at all times. Contractor will dispose of flags and National Ensigns that are worn or tattered in accordance with USC; Title 36; Section 10 or give them to a local scouting or military affiliation for proper disposal.

(j) Perform an inventory of the Center’s hurricane supplies and an inspection of the Center in preparation for hurricane season. Coordinate by May 15th a hurricane preparation meeting with the CO, CD, COR, AO, FOS, and the location Safety Officer (SO). Prior to this meeting, submit the following to the attendees: the hurricane inventory report (Appendix 2), the Center’s hurricane plan (with your comments and any proposed changes), and the findings of the facility inspection. As needed during the hurricane season, Contractor will plot active storms identified by NOAA and the New Orleans Federal Executive Board and coordinate meetings on Center preparedness with the CO, CD, COR, AO, FOS, and SO of any storms that enter the Gulf of Mexico.

(k) Submit as part of the Deficiency Report (Appendix 2), a summary of major equipment and systems failures. Report malfunctions as they occur verbally within thirty (30) minutes and in writing within twenty-four (24) hours after repairs are completed. Reports shall be maintained in a consistent orderly manner for ease of monitoring by the government.

(l) Immediately notify Center personnel in a broadcast manner (via e-mail, fire alarm annunciator, telephone messaging, etc.) of any unplanned closures or loss of utilities/facilities, after obtaining approval of the CD or AO.

(m) Maintain an equipment warranty file to include description of equipment, its location, warranty clauses, date installed, and expiration date for all equipment installed by contractors or subcontractors. New equipment shall be entered into contractor warranty file within forty-five (45) days of installation. Conduct warranty inspections and investigations to verify any issue under warranty. Brief the CO/COR on warranty coverage for equipment. Notify the CO or COR to obtain warranty servicing assistance if necessary.

(n) Maintain a log on the use of greenhouse gases, which includes refrigerants and fuels.

Recommendation is to maintain the log monthly, so data can be provided to government as needed.

(o) Maintain an equipment maintenance log sheet that records a description of work performed on critical or vital equipment, machinery, or system. Log should be attached or otherwise secured in a location near equipment and provided to government on request.

2.6. Quality Control (QC) Tasks

The Contractor shall develop, maintain, and provide, as requested, a Quality Control Plan that:

(a) Ensures that the requirements of the contract are provided as specified, and provides a record of performance that can be inspected by the government.

(b) Includes inspection of all operator checks and services, a method of identifying deficiencies in the quality of services performed, and corrective actions taken to prevent performance from becoming unsatisfactory. An adapted commercial system such as ISO 9000 series is an example, if all tasks are addressed.

(c) Maintains a record of all QC inspections, results, and any corrective actions taken.

(d) Utilizes the work management system for the entry of all QC inspection reports.

(e) Includes a Customer Satisfaction Questionnaire. Ten (10) percent of all work orders will be sampled with results available to the government on the LAN. Findings shall be included in the Monthly Report (Appendix 2). Any changes to the questionnaire need approval by the government. The government may request a higher sampling rate if it perceives a problem.

3. ADMINISTRATIVE SERVICES

The Contractor shall perform administrative services to support requirements for researchers and maintain accountability and cost control.

3.1. Receiving Operations

The Contractor shall operate and maintain the Center’s receiving operations daily from 9:30 a.m.

to 12:30 p.m. and otherwise within thirty (30) minutes upon request of the government. The Contractor will track and notify customers in a timely manner of receipt of any items addressed to them.

3.1.1. Receiving Tasks

(a) Notify customers of items received on the day of receipt and distribute shipping documentation and acceptance verification with date.

(b) Refrigerate perishable items immediately; notify recipient telephonically and by email within one (1) hour of receipt.

(c) Order, receive, and store dry ice, upon request and inform the requestor of its availability.

(d) Pack, crate, and weigh outgoing shipments (material or equipment). Coordinate shipment arrangements with government customer. Customer provides any necessary RMA (Return Material Authorization, packing/crating material, and cost of shipping).

(e) Perform input of all new incoming chemicals into the chemical tracking system (CTS).

(f) Receive/ship and unload/load items at courtyard gate for security reasons as requested; this may be required on the average of three (3) times a day.

(g) Receive gas cylinders; sign and date invoices for all incoming and outgoing cylinders. All invoices for incoming and return cylinders will be forwarded to the purchaser. Assist moving large cylinders within the Center.

3.1.2. Available Government Property, Materials, and Services

The initial source of supply shall be government-owned parts, supplies, and materials on hand.

The Contractor is responsible for any government property in their possession or that they are responsible for. The Contractor shall be responsible for full replacement cost of any government property that is damaged or stolen due to negligence.

3.2. Security Operations

Contractor will cooperate and coordinate with the Center IT and Safety departments on security services. The Contractor will screen visitor identities at front door, issue door lock keys, maintain a door key look inventory, provide employee vehicle registrations, and receipt of deliveries/packages. The contractor will assist as needed in situations involving Center fire alarms and intrusion alarms.

3.2.1. Security Related Tasks

(a) Ensure all Contractor personnel prominently display a building access badge at all times between the waist and neck when on Center premises.

(b) Ensure all Contractor personnel are familiar with all areas of the Center for security and emergency requirements.

(c) Ensure all Contractor personnel are familiar with the location of fire and evacuation alarms and procedures to properly activate them.

(d) Maintain information and visitor assistance desk in the lobby of the Center’s main building from 7:30 a.m. to 4:00 p.m., Monday through Friday, except as indicated by Section 1.2.

(e) Maintain a foreign visitor log upon entry to the Center in accordance with ARS Homeland Security’s, Foreign National Workers and Visitors in ARS Facilities Chapter 8, Attachment 1: “Non-Citizen Workers and Visitors in ARS Facilities”, which shall include information on required visitor’s forms. Current revisions or editions shall be used.

(f) Ensure designated roadway gates open and close at the times provided by the COR. Some gates are currently automated on timer devices; however, manual operation of the gates may be required should the automation fail.

(g) Permit access to the courtyard and boiler room, upon proper authorization, and monitor entrance and exit of personnel.

(h) Maintain the Center’s Entry System and in the event of a system failure, provide staff for security and manual operations.

(i) Organize and implement a system to issue temporary Daily passes to contractors, sub-contractors, and Center visitors at the Front Desk. (Appendix 11) Ensure that badges and permits are issued in accordance with Homeland Security and Center regulations and guidelines. Badges and passes may be Temporary, Daily or Multi-day.

(j) Establish and implement control and accountability for all Center keys, report all lost keys immediately to the AO for authority to duplicate, and maintain a history log. Provide a current Key Report quarterly to CO/COR (Appendix 2).

(k) Assist center staff on security incident report within one (1) work day of incident and report results of the investigation in writing to CO/COR/AO.

(l) Respond to all system alarms. Provide personnel for initial response to trouble, faults, and emergencies 24/7. Response time for emergencies during normal working hours shall be immediate; during other times, qualified personnel will be onsite within two (2) hours after discovery to stabilize unless the situation is deemed critical then repairs shall begin immediately.

3.3. Public Relations

The Contractor shall provide prompt, accurate, complete, and courteous service to Center occupants and visitors. The Contractor will maintain a log of Center visitors.

3.3.1. Meeting Rooms and Schedules

(a) Maintain a scheduling system for the use of the Center’s meeting/conference rooms and verify schedules to avoid conflicts.

(b) Prepare rooms and assist the IT group in setting up audio-visual equipment. Verify registration materials and set up place cards prior to meeting.

(c) Conduct a count of participants at all events by type and submit a report to the CO/COR upon request.

3.4. Mail and Messenger Support Tasks

The Contractor shall provide mail service Monday through Friday, excluding Federal holidays.

All mail shall be handled in accordance with U.S. Postal Regulations.

3.4.1. Mail Service

The Contractor shall

(a) Distribute mail to employee boxes and inform employees of packages received.

(b) Stamp or meter all outgoing mail prior to dispatch.

(c) Coordinate the pick-up of outgoing packages.

(d) Upon request, perform a count of mail sent and received for one (1) week period and provide results in the Monthly Report (Appendix 2).

3.5. Inventory, Property, and Disposal

The Contractor shall work with the Center’s Property Officer to:

(a) Perform duties related to the identification, tracking, and disposal of accountable property.

Provide a central internal coordinator to ensure appropriate regulatory and local procedures are followed during removal and disposal of excess government property (including recycling, transfer, and donation), removing property from office areas, and storing property in a staging area prior to disposal or transfer.

(b) Screen excess property documents received to determine the appropriate action to take on the disposition of excess/surplus property. Coordinate the removal or transfer of excess property using necessary means. Provide requesters appropriate forms in matters regarding acquisition, disposition, and transfer of nonexpendable personal property. Coordinate removal of property and assist with recycling efforts.

(c) Assist the Property Officer to gather and compile data from property transactions processed during the month to contribute to the Area Property Monthly Activity Report.

(d) Assist with the most recent property management system to manage facility and shop inventories, suspense report purchases, National Financial Center (NFC) bar code assignments, motor vehicle and equipment acquisitions, disposal, excess, and transfers.

Ensure that new accountable acquisitions are barcoded.

(e) Notify certified technician to remove refrigerant from unserviceable refrigeration equipment prior to disposition. Maintain a log of recovered refrigerants.

(f) Combined, these activities are estimated at approximately 100 hr/year.

FAR 7.503(c)(11) “Determination of what Government property is to be disposed of and on what terms” is inherently governmental. The contractor can perform the steps needed for disposal, but the government must be the ones deciding on the items to go and how they are disposed, even if that is approving the plan the contractor creates before they execute the work. The approval from a federal employee is required.

4. SAFETY

The Contractor shall conduct all work in a safe manner and adhere to all applicable Federal, State, or local safety regulations, building codes and laws. Contractor shall provide proper safety training and report training activities and certifications to the SO. Examples of safety training are, but not limited to, hearing protection, respiratory protection, powered industrial truck operation, lock-out/ tag-out, and fall protection. Job Hazard Analysis shall be developed for each hazardous activity or process. Contractor shall hold regular monthly safety meetings.

The above protocols can be developed in collaboration with SRRC's SO and COR. The Contractor shall submit reports of all Center incidents involving Contractor work within one (1) work day, and results of incident investigations within five (5) work days to the CO, COR, AO, SO, and other government personnel as warranted by the situation. The Contractor shall work with IT department or Government designee to operate and maintain the chemical inventory.

This includes entering new chemicals into the inventory data base.

4.1. Smoke/Fire Service Maintenance and Detection

(a) Provide support for annual inspection of Center fire extinguishers. In general, this involves helping an external contractor (government provided) to locate extinguishers for inspection.

(b) Respond to all safety system alarms. Provide personnel for initial response to trouble, faults, and emergencies 24/7. Coordinate with IT personnel, COR, and emergency personnel during alarm incidents. Report to Incident Commander in charge. Response time for emergencies during normal working hours shall be immediate; during other times, qualified personnel will be onsite within two (2) hours after discovery to coordinate repairs;

unless the situation is deemed critical then response shall be immediate.

5. UTILITIES SERVICES

The Contractor shall install, modify, repair, monitor, and maintain all plumbing, safety, HVAC/R, and electrical systems, facilities, and distribution equipment. Services include electric, motor control centers, controls, lines, systems, fixtures, outlets, panel boxes, switchboards, power circuits, transformer vaults, switchgears, and other related equipment. The Contractor shall maintain Center utilities and will monitor lighting, essential building functions, and critical equipment, such as building and equipment environmental alerts, alarms, and malfunctions for facilities and specified equipment 24/7. The contractor will provide personnel for initial response to trouble, faults, and emergencies 24/7. Response time for emergencies during normal working hours shall be immediate; during other times qualified personnel will be onsite within two (2) hours after discovery to commence repairs unless the situation is deemed critical in which case response shall be immediate. Electricity can be accessed from the main switchgear located behind the Service building. Incoming power is 13.8kva. Main lines feed underground to the Service building, North and South loops, the Main building, Compound area, Cotton Storage building, Textile building, Greenhouse, and portable or out buildings.

5.1. Electrical Tasks

(a) Install and maintain high and low voltage electrical equipment, such as distribution systems, motors, fans, blowers, raceways, conduit, generators, signal equipment, elevators, lighting (fluorescent, incandescent, mercury, sodium, and LED), sensors, HVAC/R controls, BAS panels, research equipment (including centrifuges, freezers, fume hoods, bio-hoods, dishwashers, etc.), switches, disconnects, breakers, receptacles, relays, wiring, and related parts.

(b) Perform annual inspection and maintenance on high voltage switch gear and transformers.

This will require a power outage to the Center and needs to be coordinated in advance to prevent disruption of research; modification and coordination with the CO/COR and FOS sixty (60) days in advance of planned date. Upon approval of the date, Center personnel need to be notified 30, 14, 7, 3, and 1 days in advance of the shutdown. The Contractor may do the north and south loops separately, but both loops must be completed within 180 days of each other.

(c) Test and troubleshoot power circuits, and correct trends to preclude deterioration and malfunction; (2) measure resistance at all building locations, vaults, transformers, control center and switchgears, and maintain a permanent file of resistance values; (3) install, maintain, modify, adjust, and repair all high-voltage electrical equipment to include inspecting and testing substations and equipment and maintaining generators. Include findings in next Monthly Report.

(d) Secure all utility distribution lines prior to any repair or maintenance work.

(e) Install, maintain, adjust, and repair all Center electrical, distribution, control, alarm, annunciation, energy management, power generating, and timer operated systems and their components including: power circuits, controls, switches, thermostats, and relays;

connecting wires to outlets, switches, receptacles and sources; test, maintain, and repair permanently installed hoists; installing, testing, maintaining, and repairing electric motors and fans; checking controls and components of motor controls and circuits; repairing electrical equipment and machinery; troubleshooting and repairing electrical controls for HVAC/R equipment such as: flow meters, temperature and pressure recorders and sensors, magnetic starters, variable speed drives, pump controls, individual heating unit systems, and electrical components of air conditioning and refrigeration equipment.

(f) Maintain emergency generators, substations, and transformers; maintain emergency lighting, and backup battery power systems. Annually test emergency power system and report findings in the next Monthly Report.

(g) Correct equipment malfunctions that are recognized.

(h) Inspect and test substations and equipment.

(i) Within thirty (30) minutes after discovery of a malfunction, if warranted (see below), verbally inform the CO/COR of the incident, and provide a written report to the CO and COR within twenty-four (24) hours. Any malfunction that causes disruption of service or equipment that affects Center activity is considered an incident.

(j) Respond to failures of the electrical/electronic system within four (4) hours for non-emergencies (i.e., failures that do not impact research mission, safety, and security) and immediately to emergencies.

(k) Dispose of fluorescent, incandescent, mercury, sodium lighting, and LED bulbs and fixtures as per Federal, State, and local regulations.

5.2. Pipefitting

(a) Install, maintain, modify, test, adjust, and repair all plumbing, piping, distribution systems, and equipment including domestic and in-house water systems, sanitary and storm drain lines, compressed air systems, deionized water system, water softeners, acid dilution systems, vacuum systems, chilled water system, steam and condensate systems, vent and drain systems, lavatories, eyewash stations, emergency and domestic showers, faucets, automatic and manual flush units and fixtures; garden and lawn sprinkler systems and gas and fuel systems.

(b) Maintain all Center steam traps in all existing buildings. Survey, test, and blow out annually, starting two (2) weeks after award of contract. If traps fail, take corrective action. Maintain steam and condensate pipe lines and insulation. Replace insulation as necessary to return it to its original condition. Provide survey progress and any corrective action taken in Monthly Report.

5.2.1. Water Systems

(a) Deionized and reverse osmosis water system (DI-R/O): The Contractor shall provide and maintain the DI-R/O system (located in Room 0013) at the ideal quality of 17 to 11 mega ohm. In no case should it ever digress to a level less than 10 mega ohm. Repair or replace all equipment on the DI-R/O system as needed. Maintain and adjust all plumbing and electrical components associated with the system. The system shall have the minimum service, i.e., replace all water filters and pre-filters, replace all tank filters and ultraviolet lights as needed. Any excessive usage shall be reported to the government. Contractor shall note any deviation from the ideal quality in the Monthly Report (Appendix 2).

(b) Water Softener System: The Contractor shall maintain the Water Softener System throughout the Center as per requirements described in Section 5.3.1(G).

(c) Quarterly change all drinking fountain water filters, and change and track all other water filters for ice machines, and all other water systems for human consumption.

5.2.2. Fire Hydrants

Maintain Center fire hydrants. Flush and flow test existing fire hydrants annually between April 1 and May 31. Hydrant flow testing shall be accomplished in accordance with NFPA STD 25.

Results shall be suitably documented and filed and noted on the Monthly Report (Appendix 2).

Any deficiencies shall be reported immediately and in writing within twenty-four (24) hours to the CO, COR, and SO. Copy of flow test results shall be provided to the CO/COR upon request. Results shall be electronically accessible to the government.

5.3. Heating, Ventilation, Air Conditioning (HVAC), and Refrigeration

In accordance with all applicable United States of America and State of Louisiana laws, regulations, codes, and standards, etc., the Contractor shall ensure the heating, cooling, refrigeration, hot water, steam, and chilled water services are provided 24/7. A steam pressure of

80 psig (+/- 5 psig) and a chilled water temperature of 42°F (+5 or -2°F) leaving the service building shall be maintained, unless otherwise stated in writing from the CO or COR. On occasion, steam pressure of 120 psig may be required. During the heating season, all occupied administrative and laboratory area temperatures should be no more than 70°F, (+/- 3°F) during normal working hours, and in unoccupied areas or after normal working hours the temperature should be no more than 65°F (+/- 3°F). During the cooling season, in occupied Administration and laboratory areas, the temperatures should be no less than 70°F (+/- 3°F) during normal working hours, and in unoccupied areas or after normal working hours the building temperatures should be no less than 75°F (+/- 3°F). During extended holidays and weekends, the temperature for the entire Center should be maintained at 75°F (+/- 3°F) in the cooling season and at 65°F (+/- 3°F) during the heating season. These set points may change depending on government guidelines.

A few research laboratories require special conditioning that will vary from the above standard.

Building humidity shall be maintained at 60%, (+/- 5%) where applicable. Any changes to these conditions shall be documented in writing before implementation.

5.3.1. HVAC and Refrigeration Tasks

(a) Operate, maintain, repair, overhaul, replace, and secure equipment providing steam, hot and chilled water, compressed air, vacuum, refrigeration, and ice making services.

(b) Operate two (2) 1000 ton and one (1) 200 ton centrifugal chillers and related equipment consistent with the requirement to remove no more than one (1) chiller from service at any time. The contractor will inspect equipment, regulate makeup water, maintain water chemistry levels, adjust valves, change feed pumps, observe and record meter readings, adjust controls, clean tubes, and change gauges and meters.

(c) Operate, install, repair, adjust, overhaul, and maintain commercial and industrial air conditioning systems, compressors, pumps, motors, control systems, blowers, refrigeration monitoring system, and all related equipment to allow for maximum operating efficiency of all equipment during all seasons of the year.

(d) Operate one (1) dual fuel boiler and one (1) gas boiler, keeping one (1) boiler in operation and one (1) boiler on standby. The dual fueled boiler shall be operated on either natural gas or fuel oil upon request of the government.

(e) Plan annual safety checks and cleanings three (3) months in advance of actual inspection date with the approval of the CO/COR. Conduct inspection of system, which should include the dual fired circuit and alternate fuel tuning. The Contractor will submit an annual report on the Boiler Overhaul/Boiler and Pressure vessel inspection thirty (30) days after the inspection is completed. Inspections will be performed between May and September and include pressure testing the vessel, testing all safety components for proper operation. Documentation of the results are to be submitted to CO/COR, FOS, and QAS.

Contractor shall provide in the Monthly Report (Appendix 2) any deficiencies and corrective action taken.

(f) Provide a water treatment program, which includes chemicals, and an application plan to support efficient operation of cooling and heating equipment. As part of the plan, Contractor shall provide a monthly narrative identifying any problems as part of the Deficiency Report (Appendix 2). Resolution of any identified problems will be described in the next Monthly Report (Appendix 2).

(g) Implement a water treatment program to provide the most economical, effective, and thorough protection available; monitor water conditions and provide treatments as necessary, perform quality tests of boiler water, chilled water circuit, cooling tower water, feed water, condensate return water, and water softeners at minimum of three times a week, interpret test results to determine compliance with recommended limits and verify appropriate treatment, record results and provide continuous supply of treatment chemicals to maintain proper conditioning as per industry standards or government requirements.