PWS - UPS Maintenance.pdf

PERFORMANCE WORK STATEMENT (PWS)

Uninterruptible Power Supply Systems

Preventive and Maintenance IDIQ Services

October 15, 2020

PART I

GENERAL INFOMRATION

1. GENERAL: This is a non-personal services contract to provide Uninterruptible Power Supply Systems

(UPS) Preventive and Maintenance IDIQ 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 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform

UPS preventive and maintenance IDIQ Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The work shall include, but not be limited to, the identification, planning, scheduling, status reporting, analysis of the UPS maintenance requirements, and the accomplishment of the required maintenance/repairs, including emergency repairs, and testing as necessary to preserve the UPS in a like new condition, and to prevent premature breakdown or the need for expensive repairs. The Contractor shall perform to the standards in this contract.

This requirement encompasses all activities associated with the maintenance and repairs of all UPSs, Battery

Systems, and all associated electrical distribution devices including but not limited to Static Transfer Switches, Power Distribution Units, Remote Power Panels, Maintenance Bypass Cabinets, Fused Disconnects, Enclosed

Circuit Breakers, Generators, and all electrical conductors/cables supporting the UPS distribution system.

Attachment 1 provides a list of the equipment and systems to be maintained under this contract. The inventory is illustrative of the types of equipment and systems to be maintained under this contract.

1.2 Background: The Facilities Services Division (FSD) is responsible for operation and maintaining the

Pentagon Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant, the Modular

Office Complex and all Reservation grounds and parking areas. One of these offices within FSD is the Pentagon

Building Management Office (PBMO). PBMO is responsible for the Pentagon building, the Modular Office

Complex, and related grounds and parking areas. The overall contract management will be accomplished by the

FSD of the Washington Headquarters Services (WHS).

1.3 Objectives: The objective of this contract is provide preventive, corrective, and predictive maintenance services for all Uninterruptible Power Supply System (UPSs), battery systems, and all associated electrical distribution devices at the Pentagon building, Heating and Refrigeration Plant (H&RP), Modular Office

Complex, all PFPA Police Booths, and the Incinerator building on the Pentagon Reservation. The contractor ensures maintenance of this Mission Critical (MC) power systems with little or no down time due to system or component failures.

1.4 Scope: The contractor shall provide all labor, supervision, and quality control necessary to provide comprehensive preventive, corrective, and predictive maintenance services as described in Part 5 of this PWS.

1.5 Period of Performance: The period of performance shall be for one (1) twelve (12) month Base Year plus four (4) twelve (12) month option years and one (1) six (6) months extension The Period of Performance reads as follows:

Base Year February 1, 2021 – January 31, 2022

Option Year I February 1, 2022 – January 31, 2023

Option Year II February 1, 2023 – January 31, 2024

Option Year III February 1, 2024 – January 31, 2025

Option Year IV February 1, 2025 – January 31, 2026

Six (6) months extension February 1, 2026 – August 31, 2026

1.6 General Information

1.6.1 Quality Control (QC): The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS (See Attachment 5). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

In compliance with FAR 52.246-4, "Inspection of Services - Fixed Price,” the contractor shall provide a

Quality Control (QC) Plan. The contractor shall develop and maintain a quality control program to ensure the quality, timely, and efficient operations, maintenance, and minor repair in accordance with this contract, applicable laws and regulations, appropriate standards, manufacturer recommendations, utility codes, and commercial practices.

The quality control plan (QCP) is to be delivered within fifteen (15) days after contract award or with the contractor’s proposal if it is an evaluation factor, two hard copies and one CD copy of a comprehensive written QCP shall be submitted to the Contracting Officer (KO) and the Contracting Officer’s Representative

(COR) within five working days when changes are made thereafter. After acceptance of the QCP, the

Contractor shall receive the KO’s acceptance in writing of any proposed change to the QC system.

1.6.2 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The Contractor is not required to perform services on holidays.

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day

Presidents’ Day Veterans’ Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor’s normal operating hours shall be based on Eastern Standard

Time (6:00am-6:00pm) Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the

Government facility is closed for the above reasons. Regular business hours are anticipated; however, weekend work or night work may occur on occasion based on oversite responsibilities or special events. The

Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined by active task orders when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

Program manager shall be available 7:00am to 3:30pm Monday through Friday and present on the premises during emergencies and monthly meetings. Program manager must also be available 24/7/365 telephonically.

1.6.5 Place of Performance: The majority of the work is anticipated to be performed at Pentagon

Reservation which includes the Pentagon, the Pentagon Heating and Refrigeration Plant, the Modular Office

Complex and all Reservation grounds and parking areas.

1.6.6 Type of Contract: Firm Fixed Price - Indefinite Delivery Indefinite Quantity (IDIQ) contract.

1.6.7 Security Requirements: Contractor firm must have a Secret level Facilities Clearance at time of the proposal submission, and must maintain that level of security for the life of the contract. The Contractor must have sufficient personnel with individual clearances at the SECRET level to perform projects at certain projects at the Pentagon. The security requirements are in accordance with the attached DD Form 254 (RFP

Attachment 6). Contractors are required to report to the Pentagon Force Protection Agency (PFPA) any derogatory information that may justify an unfavorable administrative action in a personnel security or building access determination. Derogatory information includes, but is not limited to, criminal conduct, illegal drug involvement, or psychological conditions that impair judgment, reliability, or trustworthiness.

Derogatory information must be provided to the COR and KO as promptly as possible, but in no event later than three (3) business days after the contractor becomes aware of the information.

PFPA reserves the right and prerogative to deny and/or restrict facility and information access of any

Contractor employee determined by PFPA at any time during performance to be unsuitable for access and/or present a risk of compromising sensitive Government information to which they would have access under this contract.

A determination by PFPA that a person is not suitable to perform work under this contract is not a denial, suspension, or revocation of a previously granted security clearance by another agency, nor shall it be interpreted as a direction or recommendation to the Contractor regarding the suitability of an affected individual for employment outside the scope of PFPA.

1.6.7.1 PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.8 Key Control

1.6.8.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.8.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.6.8.3 The Contractor shall establish and implement methods of ensuring that all lock or PIN combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.9 Special Qualifications: The Contractor shall be responsible for providing full-time personnel to perform task order requirements while working from Government office space. All personnel shall be US citizens, literate in English, and possess any required licenses and/or certifications. The Contractor shall develop and maintain a contingency plan adequate to ensure that there will be no interruption of services due to labor disruption within the Contractor's own labor force. The Contractor shall employ or have a contractual relationship with qualified personnel to conduct the services required under this PWS. Although proposed

Contractor personnel may meet the qualifications presented below in section 1.6.11, the Government has sole discretion to determine if proposed personnel will be acceptable to complete the services requested. The

Government will make this determination by reviewing resumes and certifications, interviewing prospective personnel, and checking references to ensure that personnel will satisfy WHS requirements. The COR for this contract will provide all official written correspondence to the contractor on acceptance or non-acceptance of proposed personnel.

1.6.10 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal

Acquisition Regulation Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the KO will apprise the contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.11 Contracting Officer Representative: The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of

Government-furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, scope, or deliverable dates. The COR is not authorized to change any of the terms and conditions of the contract or task order.

1.6.12 Key Personnel: The labor categories listed below are considered essential to the work being performed under this contract. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the KO fifteen (15) working days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of Key Personnel must meet or exceed the education, experience, and other technical requirements of the labor category description. No change in Key Personnel shall be made by the Contractor without the prior written consent of the KO. In the event the proposed substitution of Key Personnel does not meet or exceed the education, experience, and other technical requirements of the labor category description, the Government reserves the right to require continued performance of previously approved Key Personnel or to require substitution of acceptable replacements for the individuals specified below. The Key Personnel listed below may, with the consent of the contracting parties, be amended from time-to-time during the course of the Contract to either add or delete personnel as appropriate.

a) Project Manager: The Project Manager shall:

i) Have Electrical Engineer certification and Licensed in Maryland, District of Columbia, and

Virginia.

ii) Be an Electrical Engineer with at least 7 (seven) years direct experience in UPS and Generator systems maintenance or a Master Licensed Electrician in with at least 10 (ten) years direct experience in UPS and Generator systems maintenance and 5 (five) years experience in working with system voltages up to 13.8kV.

iii) Manage all maintenance, emergency maintenance, service calls and other related activities required by the PWS, to lead the On-site technical team and to serve as technical point of contact for the performance of this contract. The Project Manager shall be available for all monthly meetings.

b) Critical Power Technicians - The Critical Power Technicians shall:

i) Have certification of UPS Systems, generators, and maintenance and Licensed in Maryland, District of Columbia, and Virginia.

ii) Be factory trained personnel in maintenance of UPS systems, generators, and in maintenance of the particular units installed (including attendance at class sponsored by the UPS and generator manufacturer).

iii) Be trained with operating and troubleshooting of the UPS products’ software listed in Attachment

8 to provide the necessary maintenance to effectively maintain the UPS and generator equipment.

iv) Be trained in MAXIMO 6.2 for managing data, completing work orders and assure data integrity of the mission critical power assets.

The offeror shall provide all the above training certifications at the time of submitting a proposal.

c) Within 10 days after contract award, the Contractor shall submit a staffing plan to the CO that identifies all personnel expected to be employed in the performance of this contract.

1.6.13 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges that are visible above the waist in the performance of this service.

1.6.14 Contractor Travel: N/A

1.6.15 Other Direct Costs: N/A

1.6.16 Data Rights: N/A

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational

Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 Phase In: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the thirty (30) day phase in periods.

During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

COR. Contracting Officer’s Representative. Individual appointed by the Contracting Officer to act on behalf of the Contracting Officer within the limits of authority contained in the COR designation letter.

Corrective Maintenance - Maintenance and repair work required to return a system or component to proper operating condition.

Emergency – A situation requiring immediate action to eliminate hazards to personnel or equipment, to prevent loss of or damage to property, or to restore essential services or functions that have been disrupted.

Emergency Service Call - Requires immediate response after receipt. On site within two

(2) hours. Response requires continuous work without interruption to arrest the condition before departing the job site. If further labor and material is required to complete the service call, the work will be completed within the time requirements of a routine service call.

Inspection System - The Contractor’s system of controlling the equipment, systems, or services to insure that requirements of the contract are met. The Contractor is responsible for meeting requirements without Government assistance.

Maintenance services - Preventive maintenance, tours, watches, service calls, and minor repairs to UPS operating equipment and systems. The day-to-day, periodic, or scheduled work required to preserve real property or equipment to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage and/or failure that otherwise would be more costly to restore.

Operator Maintenance - Operator maintenance includes, but is not limited to, cleaning, inspection for excessive wear, damage, leaks and corrosion; checks of equipment for excessive noise, vibration and overheating; checking of fluid levels; operator corrosion control; check for proper operation of instrumentation and safety devices; and reporting of mechanical deficiencies for correction or repair. The operator shall report any deficiencies requiring repairs in a timely manner especially if urgent or emergent

Project Manager - A person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site and to accept and sign for notices of deductions, inspection reports, and all other correspondence on behalf of the contractor

PDU – Power Distribution Unit - is a device that distributes electrical power.

Preventive Maintenance Program - Includes, but is not limited to, periodic inspection, testing, cleaning, lubrication, and adjustment; insulation of equipment; minor parts replacement, and repairs required to keep systems and equipment in optimum operating condition and to minimize malfunction, breakdown, and deterioration of equipment and comply with OEM requirements. Except as otherwise specified, the minimum scope of frequency of preventive maintenance will be at least the same standard and frequency specified in the manufacturers recommendations.

Repairs - The restoration of a system, to include collateral equipment, to a condition substantially equivalent to its original intended and designed capacity, efficiency or capability. It includes the replacement of systems and collateral equipment necessitated by incipient or actual breakdown. Repair may be an adjustment, overhaul, reprocessing, or replacement of constituent parts or materials that are missing or have deteriorated by action of the elements or usage, or replacement of the entire unit or system if beyond economical repair. Routine minor repairs are covered by the Service Contract Act.

Service Calls - Service calls are defined as unscheduled maintenance and routine minor repair; alteration; fabrication of miscellaneous items; installation of equipment and miscellaneous items; locksmith services; relocation of equipment, materials, and devices;

and miscellaneous services. Material costs include parts or replacement of the entire unit if repair is not economically feasible. All service call work estimated to cost

$2,000 or less is included in the firm fixed-price portion of the contract.

2.1. SOMM - System Operations Maintenance Manuals are a set of manuals that will assist in operation, maintenance, and the repair of the systems and list components over the life cycle. These manuals will be available at the PBMO office.

MBC – Maintenance Bypass Cabinet OEM -

Original Equipment Manufacturer

PFPA – Pentagon Force Protection Agency

RPP – Remote Power Panel

SBC – System Bypass Cabinet

SOMMS – System Operations Maintenance Manuals

STS – Static Transfer Switch

2.2 ACRONYMS:

CAC Common Access Card

CMR Contractor Manpower Reporting

CFR Code of Federal Regulations

COR Contracting Officer Representative

CPARS Contract Performance Assessment Reporting System

CS Contract Specialist

DD Form 254 Department of Defense Contract Security Classification Specification

DFARS Defense Federal Acquisition Regulation Supplement

DOD Department of Defense

DODI Department of Defense Instruction

FAR Federal Acquisition Regulation

FY Fiscal Year

IDIQ Indefinite delivery/indefinite quantity

KO Contracting Officer

OCI Organizational Conflict of Interest

OSD Office of the Secretary of Defense

PFPA Pentagon Force Protection Agency

POC Point of Contact

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

WAWF Wide Area Work Flow

WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide:

Information Assurance training and a CAC card upon completion of network training.

Training on inputting all equipment maintenance, repair, and service call data into the MAXIMO database.

3.2 Facilities: The Government will provide the contractor a space for attic items. The Contractor shall make no alterations to this storage space without specific written permission from the COR. The contractor shall return the facilities to the Government in the same condition as received given fair wear and tear. The type of space, square footage, and space location are contained in the table below:

Government Provided Space

Type of Space Square Footage Location

Attic Inventory Space ~200 RDF

3.3 Equipment: The Government will provide basic services to phone, desk, utilities, information technology, network printer access, photocopier access, fax machines, and telephones with voicemail.

Projectors and training laptops will be issued as needed.

3.4 Materials: The Government will provide access to as-built drawings, SOMMS, manufacturer requirements, and other maintenance related documents and manuals at the PBMO office.

3.5 Parking access: Vehicle access to the Pentagon is restricted. The requirement to pass through security checkpoints may introduce significant contractor delays in accessing the work site. In addition, there is no permanent parking available at the Pentagon. Temporary parking requests to support scheduled events will be handled by the COR on a case- by-case basis. These two considerations may significantly impact contractor work planning.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. Contractor shall manage the attic inventory and restore to original stock levels annually and upon termination of the contract.

4.2. Contractor shall utilize government furnished equipment (GFE) for desktop computers and laptops for any changes on PM activity, etc. If any software is needed, it needs to be provided on a CD-ROM to the Government. The Government will implement security measures and install the required software on the desktop and/or laptop which will be used by the PM. Contractor shall be required to provide documentation such as hardware schematics and/or design/information, ports and protocols, services needed, installation guide, administrator & user guides as deemed by the system owner.

Documentation is also requested to describe the effective use and maintenance of security functions/mechanisms, known vulnerabilities regarding configuration and use of administrative functions.

4.3. Material Safety Data Sheets (MSDS). The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The

Contractor shall provide the COR with a MSDS for each material in use or stored on the Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS stored by the Contractor on the

Pentagon Reservation. The Contractor shall update this information at least once each quarter or more frequently when quantities for any material change by more than ten percent for any single product. The CO or COR reserves the right to disapprove of any materials or chemicals.

4.4. Environmentally Preferred Products (EPP): The Contractor shall meet or exceed the mandatory environmental preferable criteria and required consistencies incorporated in the Contractor’s Stewardship Plan as specified in paragraph C-6.9.1 for all of the chemical cleaning-products used during the performance of the contract.

4.5. Uniforms: The Contractor shall require its employees, supervisors and subcontractors to wear distinctive uniform clothing, safety shoes and shall assure that every employee is in uniform upon contract start date. Employees shall wear uniforms consisting of shirts and trousers, coveralls, or smocks for men, and dresses, and blouses with skirts or slacks, or smocks, as appropriate, for women. The uniform shall have the Contractor’s name, easily identifiable, permanently attached above the waist. The color or color combination of the Contractor’s uniforms worn on the Pentagon Reservation shall be approved, in advance, by the COR. Unless the performance of a particular task requires otherwise, the Contractor’s employees shall maintain an appearance that is neat and clean, and reflects favorably upon both the Contractor and the Department of Defense.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services. The purpose of this contract is to fulfill a need of the PBMO within the WHS at the

Pentagon. Support efforts include comprehensive preventive and corrective maintenance services for all UPSs, battery systems, and all associated electrical distribution devises at the Pentagon building, H&RP, modular office complex, all PFPA police booths, and the incinerator building on the Pentagon reservation.

5.2. Preventive Maintenance Program.

5.2.1 Preventive and Predictive Maintenance and Inspection Program - The contractor shall:

a) Develop and implement a Preventive and Predictive Maintenance and Inspection Program (PPMI) for this contract.

b) Provide UPS and generator maintenance services, including preventive maintenance, minor repairs, major repairs and emergency call response for the Pentagon, Incinerator Plant, and the Heating and

Refrigeration Plant that results in extending the useful life of the equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency.

c) Ensure the PPMI program shall include all inspection, checks, adjustments, and maintenance items necessary to insure that each system complies with applicable manufacturers’ or industry standards for safety, reliability, efficiency, and satisfactory operating conditions and maintenance activities described in the approved SOMMs for the equipment. The intent of PPMI program is to provide routine maintenance services that permit the early detection and correction of items which, if deficient or defective, would: (a) interfere with normal operation of the system; (b) endanger life and/or property; or (c) involve increased operating cost or lengthy repairs. Excessive or repeated system breakdowns or deficiencies may be considered by the contracting officer as an indication of unsatisfactory performance of the PPMI by the contractor.

d) Furnish all parts, labor, materials, and supervision necessary for the preventive and predictive maintenance, inspections, and major and minor repairs for the equipment listed in Attachment 1.

Attachment 1 identifies the UPS systems with the associated model and serial number, kva ratings, number of units and ancillary devices (i.e. RPP’s, maintenance bypass cabinets, power distribution units, etc.) for a complete system.

e) Includes the cost of performing repairs with a value of less than $25,000 in the price for the

Preventive and Predictive Maintenance and Inspection program.

f) Check periodically if, during the life of the contract, individual pieces of equipment or complete systems may have to be replaced and maintain the replacement equipment and systems. Changes to the inventory will not result in a change to the contract.

5.2.2 PPMI Program Plan – The contractor shall:

a) Submit, within 30 days of contract award, three copies of the PPMI plan to the contracting officer.

Each copy shall be on a Compact Disk-Read Only Memory (CD-ROM). The government will review and approve the plan within 30 days. A draft copy of the proposed PPMI plan shall be submitted to the contracting officer for approval prior to the start date. The contracting officer may require changes or additions to the approved PPMI program plan should multiple deficiencies occur. Any contractor proposed changes to the accepted PPMI program must be submitted to the contracting officer for approval. Allow 10 working days for review and approval of proposed changes.

i) The contractor shall update and resubmit three copies of the plan to the contracting officer 30 days before either a base performance period or an option performance period. The schedule shall indicate, for each item of equipment or system identified in Attachment 1, the day of the week in which weekly or more frequent inspections shall be performed. Submit PPMI schedules on a

Compact Disk-Read Only Memory (CD-ROM) format and four hard copies at the scheduled monthly review meetings. The contractor shall schedule and perform PPMI within the following time-of day constraints on regular Government working days. Once approved by the contracting officer, the contractor shall adhere to this schedule in order to facilitate the Government’s surveillance of the work. Any proposed changes to the accepted schedule must be submitted to the contracting officer for approval.

b) Perform all PM work specified herein on the dates shown in the accepted PPMI schedule.

c) Shall correct all equipment deficiencies identified during the PPMI. When possible, equipment deficiencies detected during the PPMI’s program shall be corrected on the date they were first discovered. All deficiencies shall be corrected in a timely manner so as not to affect facility operations.

If the deficiency cannot be corrected immediately or at least within 24 hours, the contractor shall notify the CO/COR BEFORE leaving the activity. This notification shall provide the contracting officer, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

d) Ensure the detailed PPMI plan shall contain the maintenance procedures for all equipment and systems; establishes procedures for documenting the maintenance and repair history of equipment and systems; and provides a centralized reference of the schedules, reports, personnel responsibilities, and approach to the work under the contract. The PPMI Plan includes, but is not limited to:

i) Maintenance, and repair records. The contractor shall maintain an equipment file in hard copy and in electronic format for each piece of equipment listed as a part of the MAXIMO system.

ii) Maintenance schedules

iii) Monthly Preventive & Predictive maintenance reports

iv) Maintenance & Repair procedures

v) Contingency plans for loss of the Contractor's on-site personnel (e.g., strike, walkout, injury, abrupt resignation); utilities curtailment, and accidental spills of hazardous materials.

e) Ensure the PPMI plan shall meet or exceed the manufacturer’s minimum suggested preventive maintenance program guidelines identified in the project Systems Operations Maintenance Manuals

(SOMM). All maintenance required under the contract, shall be performed in a manner that is consistent with all equipment and material warranties so that all warranties remain in full force and effect for the term of the contract.

f) Provide new or factory reconditioned parts and components when providing maintenance and repair services as described herein. All replacement units, parts, components and materials to be used in the maintenance and repair UPSs, generators and equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality as the original equipment specifications; shall conform to the applicable specifications of the accepted design build final design, or any applicable technical specifications provided by the designer record; and used in accordance with the original design and manufacturer intent. Items not listed in this specification or technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. The contracting officer shall be the deciding official if there is a conflict between the original part and the replacement part that is considered equal by the contractor. The contractor shall retain all parts replaced by maintenance of repair activities for at least 10 calendar days after completion of the maintenance/repair, and shall make these parts readily available for inspection by the contracting officer upon request.

g) Include a “Method of Procedure” (MOP) for all work, including contingency plans in case any unexpected problem/failure occurs that could affect/threaten critical loads.

h) Perform maintenance services in a manner that avoids interruption of electrical power to all loads.

However, if an outage is required to fulfill the maintenance contract, then 2 weeks advance notice is required for the task. The Pentagon Building Management Office (PBMO) will operate switching

/perform switching of electrical distribution system devices serving the UPS system (e.g., circuit breakers in the Switchgear Room).

5.3 Corrective Maintenance – The contractor shall:

a) Provide corrective maintenance procedures at minimum comply with guidance provided in the SOMMS and manufactures recommendations, which should be used as a basis for troubleshooting and repair. Corrective maintenance is maintenance and repair work required to return a system or component to proper operating condition. It is also defined as maintenance work which involves the repair or replacement of components which have failed or broken down and were discovered during preventive maintenance. Corrective maintenance shall be performed on a routine basis, as indicated in the SOMMs specified on the contract, and or as a result of preventive maintenance inspections accomplished by the contractor in accordance with the SOMMs requirements.

b) When notified by the COR, the contractor shall respond to all service or emergency calls.

Upon receiving a service call or an emergency call, the contractor shall respond within 30 minutes call back time and shall be on site within a two (2) hour response. This service shall be a seven days a week, 24 hours a day (year-round) requirement.

5.4. UPS – The contractor shall:

a) Acquire and retain maintenance materials and a spare parts inventory as necessary (e.g., as listed in Attachment 1, the manufacturers’ documentation, etc.) to provide the services required by this contract. A minimum of at least one spare part kit per system type must be maintained at all times at the Pentagon. The highest level spare part kits per the manufacturers’ recommendations must be maintained. The contractor shall update and stay current with all spare part kit changes per manufacturers’ updates. The contractor shall provide an updated inventory of their spare part kits to the COR quarterly.

b) Have and maintain the highest-level complete spare parts kits for every type of UPS system in

Attachment 1.

c) Be responsible for all minor repairs (estimated cost up to $2,000.00) to the UPS systems as part of the contract.

5.5. Generators – The contractor shall:

a) Perform maintenance on the nine 2MW generators. The Contractor shall report any deficiencies found during maintenance of the generators.

b) Perform the Generator tests annually according to the SOMMs, the manufacturers’ instructions, and industry standards: Generator engine function test utilizing manufacturer’s software, and a

Vibration Analysis.

c) Provide notification for all generator repair work to the CO / COR, an estimate of labor hours and materials required to complete the necessary repairs, along with a schedule for accomplishing the work.

d) Perform all repairs for the generators if provided by the government. The Government reserves the right to go to other vendors, contractors, etc. for generator support at any time.

5.6. Batteries – The contractor shall:

a) Be responsible for replacing all sealed cell & flooded cell batteries based on the manufacturers’ dates at an interval determined by the government, manufacturers’ instructions, or industry standards. If there is a conflict, the most stringent shall apply.

b) The contractor shall be responsible for providing all necessary labor and materials to ensure fully operational battery systems when there are physical adjustments and/or modifications of the battery cabinets, racks, disconnect, or concrete pads required.

c) All batteries shall be replaced at the same time based on the manufactures date and the installation date. Attachment 3 provides the most current battery replacement schedule. Any changes must be approved by the CO.

d) All other batteries shall be included as replacement of up to 5% of the battery string annually as part of the fixed-price of the contract.

5.7. Records – The contractor shall:

a) Ensure, at a minimum, all existing conditions and findings during performance of the maintenance service shall be documented (including interpretations of inspections and test results). Recommendations and rationale for correction of deficiencies shall be provided. Any major discrepancies found during maintenance activities shall be reported within 2 hours to the

COR.

b) Maintain logs of all preventive and predictive maintenance actions performed. Where meter, insulation, and resistance readings are called for, the readings shall be recorded in an acceptable format (e.g., format given in the SOMMs, etc.). If no format is given, the contractor shall make a form to use consistent with the data to be recorded and approved by the government.

d) Maintain a log of all problems requiring corrective maintenance. All interested parties will be informed of breakdowns and corrections. All logs shall include maintenance for each system, component, and/or device.

e) Document any changes and/or improvements to the maintenance inspections or procedures, implemented by the contractor as a result of the ongoing maintenance efforts and the SOMMs shall be updated to reflect these changes in maintenance procedures. Should replacement parts or equipment be required, that are not currently identified in the SOMMs, the contractor shall update the SOMMs to reflect the changes to the equipment.

f) Ensure that all equipment is entered into the MAXIMO database and into a work complete status after completing each preventive maintenance and repair.

g) Establish records, reports, and work control systems, in an electronic database format compatible to MAXIMO 6.2, which catalogs the equipment inventory for the UPS equipment required to receive PPMI under this contract, their associated PMI data; including inspection plans/tasks, frequencies of inspection/maintenance, scheduling, completion records of repairs made to equipment, and associated repair/maintenance costs. All information shall be provided in a format suitable for entry into the Government's MAXIMO system.

h) Be responsible, upon notification by the CO / COR, for utilizing government furnished PDA – handheld devices to input the maintenance data into the MAXIMO 6.2 database system.

i) Provide an approved monthly report on all maintenance, service calls, and emergency calls provided under this contract to the COR. This report shall at a minimum capture all actions of the previous month.

j) Turn over all records and copies of reports to the COR within five calendar days after contract completion or termination.

k) Provide all submittals and requested data in Portable Document Format (PDF) format, except when required in hardcopy by the COR.

l) Immediately report to the COR any inoperable major equipment or system that impacts the tenants, or becomes inoperable during the workday.

5.8. Environmental -

5.8.1. Environmentally Preferred Products (EPP): Environmental Management. In order to comply with federally mandated environmental preference programs and Department of Defense

(DOD) “Green Procurement Program” (GPP) policy, the Government requires the use of environmentally preferable products and services. These program elements include:

recovered material products, energy and water efficient products, alternative fuels and fuel efficiency, bio-based products, non-ozone depleting substances, priority chemicals, and environmentally preferable products. These program elements are described on the Office of the Federal Environment Executive website (http://www.ofee.gov).

5.8.2. Products and Materials - Custodial cleaning products required in the performance of this

SOW shall meet as a minimum, Green Seal Product Standards

(http://www.greenseal.org/findaproduct/index.cfm).

5.8.3. Material Safety Data Sheets (MSDS) - The Contractor shall comply with all applicable provisions of the Federal Hazard Communication Program (29 CFR 1910.1200). The contractor shall provide the COR with a MSDS for each material in use or stored on the

Pentagon Reservation. In addition, within 30 days of contract award, the Contractor shall provide the COR with the approximate quantities (i.e., ± ten percent) and the location(s) of all materials requiring an MSDS stored by the Contractor on the Pentagon Reservation. The

Contractor shall update this information at least once each quarter or more frequently when quantities for any material change by more than ten percent for any single product. The CO or COR reserves the right to disapprove of any materials or chemicals.

5.8.4. Contractor Maintenance personnel shall perform their assigned tasks promptly, efficiently, and safely. Prepare and maintain safety plans, including lockout/tagout (LOTO) procedures.

5.8.5. The contractor shall properly dispose of hazardous contaminated environmental waste (e.g., batteries, etc.) per all federal, state, and local regulations.

5.8.6 Where there are differences in the level of compliance prescribed among the requirements in the references, the Performance Work Statement, etc., services shall at minimum comply with the most stringent requirements.

5.9 Performance-based Matrix

The Performance-based Matrix below summarizes the key performance requirements, standards of performance, and methods of Government surveillance for this contract.

5.9.1 The primary incentive mechanism for this contract, other than payment of contract price, will be the use of the Contractor Performance Assessment Reporting System (CPARS). CPARS is a web-enabled application that collects and manages the library of automated CPARs. A CPAR assesses a contractor's performance annually (or interim reports, if necessary) and provides a record, both positive and negative, on a given contractor during a specific period of time. These reports are forwarded to the Past Performance Information Retrieval System (PPIRS) and remain available to all Government agencies for source selection purposes for a period of three years.

5.9.2 Each assessment is based on objective and subjective factors and supported by program and http://www.greenseal.org/findaproduct/index.cfm contract management data, such as cost performance reports, memorial visitor comments, quality reviews, technical interchange meetings, financial solvency assessments, contractor operations reviews, equipment downtime and functional performance evaluations.

5.9.3 The Contractor’s efforts to balance cost effectiveness with the sustainment of that impact will in large measure the assessments of its performance. All UPS equipment shall be maintained in a like new condition with minimum downtime.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS

6.1. The Contractor must abide by all applicable laws, regulations, DoD requirements, publications, manuals, and local policies and procedures (current versions). The listing below is not comprehensive.

Publications Title

Federal Hazard Communication Program

(29 CFR 1910.1200)

http://www.ilpi.com/msds/osha/1910_12

00.html

Hazardous waste operations and emergency response. – 1910.120 http://www.osha.gov/pls/oshaweb/owadi sp.show_document?p_table=STANDAR

DS&p_id=9765

Contractor Performance Assessment Report

System (CPARS) http://cpars.navy.mil/

6.2 All maintenance shall be in accordance with the manufacturer’s recommendations, industry standards and the systems operations and maintenance manuals (SOMMs). References shall include but not be limited to, the latest versions following at the time of the task performance:

a. NFPA 70, National Electric Code

b. NFPA 70B, Recommended Practice for Electrical Equipment Maintenance

c. NFPA 70E, Standard for Electrical Safety in the Workplace

d. UFC 3-501-01 Electrical Engineering, with Change 2

e. UFC 3-520-01 Interior Electrical Systems, with Change 2

f. UFC 3-520-05 Stationary Battery Areas

g. UFC 3-560-01 Electrical Safety, O&M; with Change 4

h. IEEE Standard 1188, “Recommended Practice for Maintenance, Testing, and

Replacement of Valve-Regulated Lead-Acid (VRLA) Batteries for Stationary

Applications”

i. IEEE Standard 902, “Maintenance, Operation, and Safety of Industrial and Commercial

Power Systems”

j. IEEE Standard 446, “Emergency and Standby Power Systems for Industrial and

Commercial Applications"

k. NETA Acceptance and Maintenance Standards

6.3 Where there are differences in the level of effort prescribed among the requirements in the references, the Performance Work Statement, etc., services shall at…