PWS(DRAFT) - Brookhaven Service Center NY.pdf

CONSOLIDATED SERVICES IRS BROOKHAVEN SERVICE CENTER

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PERFORMANCE WORK STATEMENT (PWS)

FACILITIES OPERATIONS AND MAINTENANCE AND COMBINED

SERVICES

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Table of Contents

PERFORMANCE WORK STATEMENT

B.1 GENERAL

B.2 BASIC SERVICES

B.3 ADDITIONAL SERVICES

B.3.1 ADDITIONAL SEVICE NORMAL AND OVERTIME HOURLY RATES

B.3.2 ADDITIONAL SERVICES ORDER LIMITATION

B.4 PRICE SCHEDULE

SECTION C

LIST OF TECHNICAL EXHIBITS REFERENCED HEREIN

C.1 INTRODUCTION

C.1.1 Objective C.1.2 General Requirements C.1.3 Code or Requirement Conflict C.1.4 Contractor

C.2 Description of Services

C.2.1 Basic Services Overview C.2.2 Additional Services Overview

C.3. BASIC SERVICES

C.3.1 FACILITY OPERATIONS

C.3.1.1 Building Operations Plan (BOP) C.3.1.2 Instructions C.3.1.3 Facility Temperature C.3.1.4 Equipment Checks (TOURS) C.3.1.5 System Equipment Configuration, Set Points, and Operating Parameters

C.3.1.6 MAINTAIN EQUIPMENT ROOMS AND CONTRACTOR SPACES

C.3.1.7 PAINTING AND CORROSION CONTROL

C.3.1.8 READ UTILITY METERS

C3.1.9 EQUIPMENT CONDITION REPORT

C.3.1.10 Energy Conservation C.3.1.11 Lamps and Ballasts C.3.1.12 Demand Response Programs C.3.1.13 Water Conservation

C.3.2 BUILDING SYSTEMS WATER TREATMENT

C.3.2.1 Water Treatment Program C.3.2.2 Independent Testing

C.3.2.3 WEEKLY WATER TREATMENT TESTS

C.3.2.4 Chemicals C.3.2.5 Other Water Inspections ............................................................................................... Error! Bookmark not defined.

3.2.5.1 TESTING

3.2.5.1 TESTING INSTRUCTIONS

C.3.3 SERVICE CALLS

C.3.3.1 General Service Call Requirements C.3.3.2 Service Call Reception C.3.3.3 Service Call Reception during Regular Work Hours

C.3.3.4 RECEPTION AT CONTINUOUS ON-SITE STAFFED LOCATIONS

C.3.3.5 Service Call Classification, Response, and Completion C.3.3.6 Emergency Service Calls C.3.3.7 Hot/Cold Calls

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C.3.3.8 Urgent Service Calls C.3.3.9 Routine Service Calls C.3.3.10 Utility Time Service Calls (UTSC)

C.3.3.11 SERVICE CALL RESPONSE/COMPLETION REQUIREMENTS TABLE

C.3.3.12 Service Call Deferrals C.3.3.13 Service Calls with a cost Greater than $5,000 C.3.3.14 Materials, Equipment, and Critical Spares C.3.3.15 Repair Standards C.3.3.16 Damages Caused by Weather Conditions or Vandalism C.3.3.17 Technical Assistance

C.3.3.18 MOVING FURNITURE AND EQUIPMENT

C.3.3.19 SERVICE CALL DATABASE

C.3.4 PREVENTIVE MAINTENANCE (PM) AND CERTIFICATION

C.3.4.1 Preventive Maintenance (PM) C.3.4.2 Preventive Maintenance Performance and Scheduling C.3.4.3 Changes in Equipment Inventory

C.3.4.4 PM DOCUMENTATION

C.3.4.5 Equipment Identification Numbers (ID)

C.3.4.6 EQUIPEMNT CERTIFICATIONS

C.3.4.7 Certification Test Schedules C.3.4.8 Infrared Testing C.3.4.9 Control Systems C.3.4.10 OIL ANAYSIS and OIL CHANGES C.3.4.10.1 Periodic Oil Analysis

C.3.4.10.2 FUEL OIL TREATMENT

C.3.4.11 Non-Destructive Chiller Tube Analysis

C.3.4.11.1 BOILER/PRESSURE VESSEL OPERATION AND INSPECTION STANDARDS

C.3.4.12 BACKFLOW PREVENTION DEVICES

3.4.13 DOMESTIC WATER SYSTEMS

3.4.13.1 PBS GUIDANCE TO MAINTAIN OR RESTORE WATER QUALITY

3.4.13.2 INSPECTION AND ASSESSMENT

3.4.13.3 REPAIRED, MODIFIED, SERVICED OR BREACHED

3.4.13.5 ROUTINE FLUSHING FOR CHILDCARE, HEALTH UNTITS, AND SHOWERS

C.3.4.14 SPECIALIZED EQUIPMENT MAINTENANCE

C.3.5 CUSTODIAL SERVICES

C.3.5.1 Description of Services (General Requirements)

C.3.5.2 DEFINITIONS

C.3.5.2.1 Cleaning Descriptions C.3.5.3 Reports/Submittals C.3.5.4 Scheduling Work C.3.5.4.1 Service Calls C.3.5.4.2 Emergency Service Calls C.3.5.4.3 Routine Service Calls C.3.5.4.4 Scheduled Routine Service Calls C.3.5.4.5 Additional Services Requests C.3.5.4.6 Service Call Documentation C.3.5.4.7 Restroom Minor Maintenance C.3.5.4.8 Terrazzo, Marble, and Granite Flooring C.3.5.4.9 Hand Sanitizer Dispensers C.3.5.4.10 Recyclables C.3.5.4.11 Canopies C.3.5.4.12 Hard Surface Areas C.3.5.4.13 Surfaces (signs, chairs/benches, tables, etc.)

C.3.5.4.14 Floor Mats and Runners C.3.5.4.15 Bare Floors C.3.5.5 Telephones

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C.3.5.6 Communications C.3.5.7 Additional Services C.3.5.8 Emergency Additional Services C.3.5.9 Routine Additional Services C.3.5.10 Additional Services Documentation C.3.5.11 Green Cleaning and Bioprefered

C.3.6 PEST CONTROL SERVICES

C.3.6.1 General Requirements C.3.6.2 Specific Requirements C.3.6.3 Environmental Compliance C.3.6.3.1 Control Methods C.3.6.3.2 Certified Applicator C.3.6.3.3 Pesticide and Herbicide Use Records C.3.6.4 Quality

C.3.7 GROUNDS MAINTENANCE SERVICES

C.3.7.1 General Requirements C.3.7.2 Grounds Services Specific Requirements C.3.7.2.1 Grass Cutting C.3.7.2.2 Trimming C.3.7.2.3 Edging C.3.7.2.4 Plant and Shrub Pruning C.3.7.2.5 Cultivation and Mulching of Shrubs, Hedges, and Flowerbeds C.3.7.2.6 Fertilization C.3.7.2.7 Leaf, Trash and Wildlife Dropping Collection and Disposal C.3.7.2.8 Tree Pruning C.3.7.2.9 Irrigation C.3.7.2.10 Weed Control

C.3.7.2.11 SAFETY

C.3.7.2.12 Seeding C.3.7.2.13 Ditch/Curb and Storm Drains C.3.7.2.14 Pavement Sweeping C.3.7.2.15 Additional Services

C.3.7.3 SNOW AND ICE REMVOVAL SERVICE

C.3.7.3.1 General Services C.3.7.3.2 Additional Services C.3.7.3.3 Annual Snow Removal Plan C.3.7.3.4 Chemicals

C.3.8 SOLID WASTE HANDLING AND DISPOSAL SERVICES

C.3.8.1 General Requirements C.3.8.2 Specific Requirements C.3.8.2.1 Sensitive Waste C.3.8.2.2 Non-Sensitive Waste and Medical Waste C.3.8.2.3 Timeliness C.3.8.2.4 Quality C.3.8.2.5 Waste Documentation C.3.8.3 Environmental Health and Safety C.3.8.3.1 General C.3.8.3.2 Submittals C.3.8.3.3 Scheduling and Recordkeeping C.3.8.3.4 IRS Environmental Permits C.3.8.3.5 Water Pollution Prevention C.3.8.3.6 Air Quality Management District (AQMD) Operating Permits C.3.8.4 Environmental Compliance C.3.8.4.1 EHS Inspections

C.3.8.4.2 EHS TRAINING

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C.3.8.4.3 Personal Protective Equipment C.3.8.5.4.4 Occupant Protection C.3.8.4.5 Housekeeping C.3.8.4.6 Equipment C.8.5.4.7 Accidents, Mishaps and Near Misses:

C.3.8.4.8 Fire Protection C.3.8.4.9 Electrical Safety C.3.8.4.10 Compressed Gas Cylinder Safety C.3.8.4.11 Powered Industrial Trucks (PIT) C.3.8.4.12 Bloodborne Pathogens C.3.8.4.13 Confined Spaces C.3.8.4.14 Air Emissions:

C.3.8.4.15 Underground Storage Tanks C.3.8.4.16 Spills and Releases C.3.8.4.17 Waste Management C.3.8.5 Hazardous Materials C.3.8.5.1 Refrigerants C.3.8.5.1.1 Inventory of Refrigerants C.3.8.5.1.2 Reclamation of Refrigerants C.3.8.5.1.3 Accountability for Refrigerants C.3.8.5.2 Emergency Planning and Community Right-to-Know Act (EPCRA) C.3.8.5.3 Hazardous Building Materials C.3.8.5.3.1 Asbestos C.3.8.5.3.2 Lead-Based Paint C.3.8.5.3.3 Polychlorinated Biphenyl (PCB) Control C.3.8.5.3.4 Other Hazardous Building Materials C.3.8.5.4 Sustainable Building C.3.8.5.5 Green and Bioprefered Purchasing C.3.8.6 Sewer Treatment Plant C.3.8.6.1 General C.3.8.6.2 Specific Requirement

C.3.9 SECURITY

C.3.9.1 SITE ACCESS AND CLEARANCES

C.3.9.1.1 FULL TIME AND FREQUENT ON-SITE ACESS

C.3.9.1.1.2 Staff-Like Access Definition and Requirements C.3.9.1.1.3 Eligibility requirements C.3.9.1.1.4 Suitability Screening Requirements C.3.9.1.1.5 Fingerprinting and e-QIP C.3.9.1.1.6 Submission Requirements C.3.9.1.1.7 Contractor Employee Training Requirements C.3.9.1.1.8 Contractor Employee Separation Contract Requirements

C.3.9.1.2 INFREQUENT AND INTERMITTENT ACCESS

C.3.9.2 BADGES

C.3.9.3 FACILITY SECURITY

C.3.10 PHASE-IN AND PHASE-OUT

C.3.10.1 Phase-In and Phase-Out

C.3.10.2 EXISTING DEFICIENCIES INSPECTION

C.3.10.3 INSPECTION PROCESS

C.3.10.4 EQUIP. DISASSEMBLY/REASSEMBLY FOR INSPECTION PURPOSES

C.3.10.5 INSPECTION DOCUMENTATION

C.3.10.6 CORRECTION OF DEFICIENCIES

C.3.10.7 RESPONSIBILITY FOR NORMAL OPERATIONS AND MAINTENANCE

C.3.10.8 CONTRACT START

C.3.10.9 PHASE-OUT

C.3.10.10 CONTRACT CLOSE-OUT INSPECTION

C.3.10.11 INSPECTION DOCUMENTATION

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C.3.10.12 DEFICIENCY CORRECTION

C.3.11 Quality Control Plan (QCP)

C.3.11.1 INSPECTION SYSTEM

C.3.11.2 QCP PERSONNEL

C.3.11.3 ANNUAL EXECUTIVE QUALITY CONTROL (QC) INSPECTION

C.3.11.4 QCP DOCUMENTATION

C.3.11.5 GOVERNMENT QUALITY ASSURANCE PLAN (QASP)

C.3.11.6 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

C.3.11.7 RE-WORK for SUBSTANDARD WORK C.3.11.8 FAILURE to PERFORM SCHEDULED TASKS

C.3.11.9 ADDITIONAL GOVERNMENT QAP ACTIONS

C.3.11.10 GOVERNMENT INSPECTION TIMEFRAMES

C.3.12 CONTINGENCY PLANS

C.3.13 REQUIRED REPORTS AND SUBMITTALS

C.3.14 PARTNERING

C.3.15 WARRANTIES

C.3.16 COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEMS (CMMS)

C.3.17 AS-BUILT DRAWINGS

C.3.18 WORK PERFORMANCE, COORDINATION AND SCHEDULING

C. 3.18.1 Routine Work Coordination C. 3.18.2 Facility Outages Coordination C.3.18.3 Security and Fire Protection

C.3.19 PERSONNEL REQUIREMENTS

3.19.1 ON-SITE PROJECT MANAGER

3.19.1.1 ON-SITE COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS) ADMINISTRATOR... 112

3.19.2 ON-SITE SHIFT SUPERVISORS

3.19.3 ELECTRICIANS

3.19.4 HEATING VENTILATION AIR CONDITION (HVAC) MECHANIC

3.19.5 MAINTENANCE MECHANIC

C.3.19.6 Custodial Supervisors C.3.19.7 Other Custodial Contractor Personnel

C3.19.8 ON-SITE HOURS OF OPERATION

C.4 ADDITIONAL SERVICES

C.4.1 TYPES OF ADDITIONAL SERVICES

C.4.1.1 REPAIR REQUIREMENTS (SERVICE CALL WORK) EXCEEDING $5,000

C.4.1.2 CORRECTION OF DEFICIENCIES IDENTIFIED DURING THE PHASE-IN INSPECTION

C.4.1.3 NEW PROJECT WORK

C.4.1.4 SNOW HAULING

C.4.2 EMERGENCY ADDITONAL SERVICES

C.4.3 COST PROPOSALS FOR OTHER THAN EMERGENCIES

C.4.4 CONSEQUENCES OF FAILURE TO PROVIDE COST PROPOSALS

C.4.5 CHANGES TO THE SCOPE OF WORK FOR TASK ORDERS

C.4.6 REPORTS

C.5 GOVERNMENT FURNISHED ITEMS

C.5.1 GOVERNMENT FURNISHED SPACE

C.5.1.1 KEYS TO GOVERNMENT FACILITIES

C.5.1.2 AUTHORIZED USE AND ACCESS TO SPACES

C.5.1.3 TECHNICAL PUBLICATIONS

C.5.2 GOVERNMENT FURNISHED MATERIALS (GFM)

C.5.2.1 MATERIAL INVENTORY

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C.5.3 GOVERNMENT FURNISHED EQUIPMENT (GFE)

C.5.3.1 OFFICE FURNISHING, MINOR TOOLS, AND SHOP FIXTURES

C.5.3.2 USE OF GOVERNMENT PROPERTY

C.5.3.3 EQUIPMENT INVENTORY

C.5.3.4 COMPUTERS

C.5.4 GOVERNMENT PROVIDED SERVICES

C.5.4.1 UTILITIES

C.5.4.2 FUELS

C.5.4.3 Security and Fire Protection

C.6 CONTRACTOR PROVIDED ITEMS

C.6.1 Materials C.6.2 Communication Equipment C.6.3 Drawings C.6.4 Personal Protective Equipment C.6.5 Uniforms C.6.6 Warranty of Services

C.7. DEFINITIONS AND ACRONYMS

C.8. REGULATIONS AND REFERENCES

SECTION D- Payment of Postage and Fees

D.1 PAYMENT OF POSTAGE AND FEES

D.2 MARKING

SECTION E – Inspection and Acceptance

E.1 52.252-2 Clauses Incorporated by Reference E.2 Payment Deduction Clause

E.3 SUBMITTAL ACCEPTANCE OR REJECTION NOTIFICATION

SECTION F

F.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

F.2 CONTRACT TERM AND PHASE-IN PERIOD

F.3 PLACE OF PERFORMANCE

F.4 DELIVERY SCHEDULE

F.5 DELIVERY LOCATION

F.6 DELIVERY METHOD

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The Internal Revenue Service (IRS) has a requirement for consolidated facility services for the Brookhaven Service Center (BSC) NY. The contractor shall provide services for facility management, operation, preventive maintenance, pest control, custodial, snow removal, repair services for buildings, structures, grounds, utilities and related support systems and equipment at U.S.

Department of Treasury, Internal Revenue Service (IRS), Brookhaven Service Center (BSC), 1040 Waverly Ave., Holtsville, NY 11742.

PERFORMANCE WORK STATEMENT

B.1 GENERAL

It is the Government intention to obtain Facility Management, Operations, Preventive Maintenance, Custodial, Pest Control, Snow Removal Service, repair services for buildings, structures, grounds, utilities and related support systems and equipment for The U.S. Department of Treasury, Internal Revenue Service (IRS), Brookhaven Service Center (BSC). The operating hours of the facility are 24/7 365 days per year. Contract Award will be based upon a firm-fixed-price contract. Other services to be performed as defined in Section C, as "Basic Services" or "Additional Services".

The Contractor shall provide all management, supervision, labor, materials, supplies, and equipment (unless otherwise stated), and shall plan, schedule, coordinate, and assure effective performance of all services described herein.

The contract term consists of a base period and four option renewal periods at 1-year intervals, not to exceed 4 option years. Refer to Section F, Contract Term.

This is a Performance Based Service Contract, and the success of the Contract depends on not only the satisfaction of the requirements, but also the satisfaction of the customer.

B.2 BASIC SERVICES

All work requirements outlined in Section C, with exception of those specifically excluded, are considered "Basic Services". Basic Services shall be performed as firm-fixed-price work priced in accordance with the fixed monthly price specified in the Price Schedule (refer to Exhibit B-1, Price Schedule).

B.3 ADDITIONAL SERVICES

Additional Services (refer to Paragraph C.4, Additional Services) is work of a non-recurring nature not included under Basic Services and includes authorized work tasks that exceed established thresholds defined under Basic Services. Additional Services shall be performed in accordance with contract terms with labor priced in accordance with the fixed labor-hour rates outlined in the Price Schedule, or as firm-fixed-priced work.

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B.3.1 ADDITIONAL SEVICE NORMAL AND OVERTIME HOURLY RATES

Overtime rates (for applicable work based on the fixed labor-hour rates in the Price Schedule) apply only when the Government requires performance outside the contract's "core business schedule", otherwise Normal rates apply. Payment of overtime rate(s) must be pre-approved by the Authorized Ordering Official (refer to Paragraph G2, Additional Services Ordering, Performance, and Payment Procedures).

For the purposes of this contract, the "core business schedule" is defined as Monday through Friday (excluding Federal observed holidays), between the hours 8:00 AM to 4:30 PM.

B.3.2 ADDITIONAL SERVICES ORDER LIMITATION

Order limitations for Additional Services work requirements are outlined in Section G, Paragraph G.2, Additional Services Ordering, Performance, and Payment Procedures. Ordering Official(s) will be designated in writing by the Contracting Officer at the time of contract award and subject to change by contract modification. The Ordering Official's authority is limited to the terms of the contract. It will be at the Contractor's own risk to exceed the "ceiling price" established by the Contracting Officer. The ceiling price(s) will be established for individual contract line item(s) awarded for Additional Services (e.g., Base Period, Additional Services - Line-Item No. 0002; Option Period I, Additional Services - Line Item 1002; etc.).

B.4 PRICE SCHEDULE

Contract pricing shall be in accordance with the schedule of prices, as outlined in Section .1, Exhibit B-1, Price Schedule.

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SECTION C

LIST OF TECHNICAL EXHIBITS REFERENCED HEREIN

Technical Title of Technical Exhibit

Exhibit Number

TE-1 General Location and Site Information

TE-2 Facility Equipment

TE-3 N/A

TE-4 Public Building Preventive Maintenance Guides

TE-5 Equipment PM List

TE-6 Table of Contract Deliverables

TE-7 Government Furnished Equipment

TE-8 Definitions & Acronyms

TE-9 Applicable Regulations and References

TE-10 Infrared Testing Requirements

TE-10a Certifications and Testing

TE-11 CMMS Service Call Flow Chart

TE-12 Annual Contractor Reporting of Designated Biobased Product

TE-13 FAR Reporting Categories and USDA Designated Biobased

Products

TE-14 Sewage Treatment Plant (STP) Waste Generation History

TE-14a Solid Waste Generation History

TE-15 Quality Assurance Surveillance Plan - Inspection Guide For

Check sheet

TE-16 Quality Assurance Surveillance Plan - Inspection Check sheet

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C.1 INTRODUCTION

C.1.1 Objective

The Government’s objective is to obtain contract services for facility management, operations, preventive maintenance, custodial, pest control, snow removal, service together with repair services for buildings, structures, grounds, utilities and related support systems and equipment at U.S. Department of Treasury, Internal Revenue Service (IRS), Brookhaven Service Center (BSC), 1040 Waverly Ave., Holtsville, NY.

The expectation of this solicitation is to provide the services stated herein with the reliability to minimize any negative impacts on critical building systems which could adversely affect the IRS’s mission at all contracted locations. Moreover, the expectation is to ensure no unscheduled building systems outages on critical building systems which affect IRS operations. The specific location(s), mission, facility size, buildings population and other relative data are shown in Technical Exhibit TE-1.

Management and coordination to obtain required results from multiple sources shall be the responsibility of the Contractor as described herein. Basic services will be provided at a firm fixed monthly price. Additional services will be provided at fixed hourly rates, plus any material costs.

C.1.2 General Requirements

The Contractor shall perform the operation, maintenance, and repair of BSC buildings, structures, systems, and equipment so that the mission of BSC can be accomplished without unscheduled interruption or inefficiencies due to the failure of facilities to function as intended. The Contractor shall employ a planned maintenance approach to achieve this goal that uses inspection, testing, systematic and preventive maintenance, and a planned replacement program to avoid breakdowns, deterioration, and inefficient operations. The following definitions, as defined in Technical Exhibit TE-8 apply to this contract.

Operations - Establishing operating criteria and standards and performing the starting, stopping inspection, monitoring, adjusting, testing and data recording of the mechanical and electrical systems and equipment and the related control system necessary to achieve the standards. Ensuring the HVAC or electrical power distribution system produce required services in the required amount at the required temperature or voltage are examples of operations activities.

Maintenance - The systematic day to day and periodic work required to preserve a facility in a condition that it can be effectively utilized for its designated purpose and to prevent malfunction or failure. It encompasses scheduled inspections, cleaning, testing, adjustment, lubrication, and replacement of parts.

Repair - Work required to restore a facility, or component thereof, to a condition equivalent to its originally intended and designed capacity, efficiently or capability after

12 | P a g e malfunction or failure. This includes rebuilding, overhaul and replacement of parts or materials that have failed or are performing at an unsatisfactory level.

The contractor shall be responsible for operations and maintenance, as described in this solicitation of all buildings, structures, grounds and systems to a standard that ensures availability as part of the firm fixed price portion of the contract. Repairs above the specified cost limit shall be accomplished, at the Government’s discretion, as ADDITIONAL SERVICE work.

C.1.3 Code or Requirement Conflict

Throughout this PWS there are references to applicable codes or requirements. These references are for informational purposes to assist in the definition of services to be provided by, or expectations of the Contractor. The Contractor is expected to be knowledgeable of all applicable local, State and Federal requirements associated with the performance of their contract responsibilities together with related industry best practices. In the event of a conflict between the requirements of local, State or Federal requirements, or a conflict between this PWS and the local, State or Federal requirements and/or industry best practices, the most stringent requirement shall apply. The Contractor must comply with the provisions of Executive Order 13423 with respect to the operation of government-owned facilities and vehicles.

C.1.4 Contractor

Throughout the PWS, the term “Contractor” is used to reference the successful offeror in the performance of the duties as described in this PWS.

C.2 Description of Services

The Contractor shall provide all management, supervision, labor, materials, supplies, repairs, maintenance, parts, tools and equipment and shall plan, schedule, coordinate and ensure completion of all contract requirements specified herein at Internal Revenue Services (IRS) building(s) at the following location: Internal Revenue Service (IRS) facilities at 1040 Waverly Ave., Holtsville, NY 11742. The operating hours of the facility are 24/7 365 days per year. Specific facility equipment and building systems included in this contract are shown in Technical Exhibit TE-2 for Facility Components and Equipment (contract covered systems and infrastructure components requiring operations, service calls and service call repairs, etc..) and Technical Exhibit TE-5 depicting Building Equipment PM requirements for the site (equipment requiring PM performed on a scheduled basis). The Contractor shall be fully responsible for the operation, repairs, scheduled preventive maintenance and equipment certifications necessary to effectively operate and maintain all building equipment and systems as listed in this contract. The Contractor shall also provide additional services building/equipment repair services, new work, snow hauling services, and phase-in deficiency correction.

The Contractor shall be required to operate the facilities covered by this contract during all emergency situations such as fires, spills, accident, rescue operations, strikes, civil disturbances, 13 | P a g e natural disasters and the like. The contract Project Manager and his designated staff shall become thoroughly familiar with the IRS Occupancy Emergency Plan (OEP) at each site. Participation in the IRS OEP shall be mandatory during the event of an emergency regardless of the time of occurrence. The Contractor shall be responsible to support the OEP during an actual emergency or any associated preparatory drills, by performing specific actions as required by the COR as part of the basic services (fixed price) portion of this contract.

C.2.1 Basic Services Overview

The basic services portion of this requirement is intended to encompass performance of all services to:

• Operate the facility (described in Paragraphs 3.1, 3.2 and 3.6);

• Perform all service calls and repairs initiated by the Government as service calls (described in Paragraph C.3.5.2.3 );

• Perform Preventive maintenance and equipment certification and infrared testing (described in Paragraph 3.4 and related Technical Exhibits, TE-4, TE-5 and TE-10, and TE- 10a);

• Provide the services to manage the work at each location (described in Paragraph 3.5) and;

• Perform project planning and proposal development activities and cost estimating of all ADDITONAL SERVICES work requested by the Government (described in paragraph 4).

C.2.2 Additional Services Overview

Additional Services will be ordered separately, on an as-needed basis, in accordance with contract terms. (Refer to Paragraph C.4, “Additional Services”; Section G, “Additional Services Ordering, Performance, and Payment Procedures”; and the following FAR Clauses in Section I:

FAR 52.216-18, Ordering, and FAR 52.216-19, Order Limitation).

Additional Services may be ordered as a credit card authorization (< $5,000) as a means of authorizing additional services. All additional services costing more than $5,000 will be authorized by a fixed-price and/or time and materials task order. The additional services requirements of this contract will not exceed $500,000 for each individual task order. All additional services requirements exceeding $500,000 for each individual task order are excluded from this contract. Additional services are as follows:

• That portion of service call repairs that are in excess of $5,000 up to the maximum order limitation of $500,000;

• Phase-in deficiency corrections that are in excess of $500.00 up to the maximum order limitation of $500,000;

• Snow Hauling up to the maximum order limitation of $500,000 and

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• New Project Work (Paragraph 4.1.3) up to a maximum order limitation of $500,000 additional services requirements up to a maximum order limitation of $500,000 shall be ordered by issuance of task orders by the Administrative Contracting Officer (CO) in accordance with FAR 52.216-18, ordering and 52.216-19, Order Limitations. Additional services less than $5,000 may be ordered by issuance of purchase card orders by the Contracting Officer’s Representative (COR). The Contractor shall be responsible to have processes in place to accept ADDITONAL SERVICES credit card orders up to the $5,000 threshold by no later than the end of the phase in period.

• New Project Work (C.4.1.3) up to a maximum order limitation of $500,000.

Additional Services requirements shall be ordered in accordance with contract Paragraph G.2, through issuance of task orders, traditional purchase order or modification by the Contracting Officer (CO).

BASIC SERVICES/ADDITIONAL SERVICES

Work Category Firm-Fixed

Price Task Order Facility Operations Services, (Paragraph 3) including but not limited to BOP.

(Paragraph 3.1.1), Water treatment (Paragraph 3.2), all service calls less than $5,000. (C.3.5.2.3)

X

The first $5,000 in labor, materials and/or subcontract costs associated with each service call.

X

Preventive Maintenance, Certification, and Infrared services. (Paragraph 3.4)

X

Phase-In inspection corrections up to $500 each. X

All costs exceeding $5,000 in labor, material and/or subcontract costs associated with each service call up to a maximum order limitation of $500,000.

(Paragraph 4.1.1)

Phase-In Inspection Deficiency Corrections exceeding $500 up to the maximum order limit (Paragraph 4.1.2)

All labor and materials associated with New Project Work from $0 to a maximum order limitation of $500,000. (Paragraph 4.1.3)

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C.3. BASIC SERVICES

C.3.1 FACILITY OPERATIONS

The Contractor shall provide all services to operate the facilities as described below.

C.3.1.1 Building Operations Plan (BOP)

The Contractor shall prepare and successfully implement a building operating plan (BOP) for each facility based on the building equipment inventory and the IRS customers’ operational needs. The BOP shall address both heating and cooling operations. All energy intense equipment (equipment exceeding 5 horsepower) shall be separately identified in the BOP by the equipment identification number (ID #) and an operational plan (start up and shut down times and days operated) shall be established so all equipment is operated in the most energy efficient manner possible taking into consideration indoor temperatures and outside weather conditions during all operational seasons. The BOP shall be furnished to the COR no later than the end of the phase in period. The government may suspend all contract payments until a satisfactory plan is submitted and approved by the Government. The Contractor shall review the BOP at least annually (within the first 30 days of each option period) or when directed by the Contracting Officer’s Representative (COR) and make any necessary revisions to the plan. All revised plans shall be submitted to the COR for written approval prior to implementing the revised BOP. The COR will provide written acceptance or rejection of the plan within 30 days. At a minimum, the BOP shall address the following:

(1) Standard operating procedures for operating building systems, to include as a minimum:

a. Startup and shutdown times and procedures relative to various environmental conditions. These conditions include but are not limited to: typical operation when cooling is required, typical operation when heating is required, operations when typical weather conditions impact heating or cooling (high humidity, extreme cold or hot periods, high winds), typical operation in “off seasons” (where applicable) when item “d” below can be realized.

b. Procedures to accommodate tenant overtime utility requests.

c. Peak load demand management procedures (if applicable).

d. Other operating strategies to maximize efficiency and minimize energy consumption.

e. Descriptions of major mechanical equipment and sequences of operations for equipment systems.

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f. Locations of and requirements associated with accessibility and operations for all major utility shut offs including gas, oil, steam, electric (including UPS) and water.

g. Locations of all electric rooms and a narrative of the areas served by each.

(2) Energy intense equipment (all equipment above 5HP) start up and shut down schedules and operating procedures to achieve sound energy management practices while at the same time providing a building environment in accordance with this solicitation.

(3) Procedures to achieve and maintain temperatures within the facilities occupied and unoccupied spaces.

(4) Operations to protect facility, systems, and equipment during extreme cold.

(5) Provide procedures for use of free cooling building equipment to save energy.

(6) Specific description of how and when equipment operational checks (tours) will be performed.

(7) Describe procedures and frequency for back up of all automated control systems for building equipment.

(8) Development of a lighting control plan based on automated building lighting systems and/or manual procedures. A complete plan shall be developed explaining in detail how lighting shall be operated, and costs shall be controlled.

(9) Describe the procedures for how all outages to building equipment and systems will be requested in advance. All non-emergency, non-PM related outages shall be approved by the COR a minimum of 24 hours in advance.

(10) Plans and procedures for addressing situations where there is inoperability and impairment of Fire Protection and Life Safety systems, including Fire Watch and impairment procedures (e.g., red tags, etc.).

(11) Plans and procedures for demand response programs, utility peak pricing tariffs and utility curtailment plans.

(12) Describe the procedures and frequency of training for the Contractor staff to ensure strict adherence to the BOP.

(13) Description of watch procedures and documentation to be undertaken during operation of boilers, chillers, and related equipment.

C.3.1.2 Instructions

The contractor shall develop specific standard operating procedures for Contractor personnel to implement the accepted BOP. These instructions shall be used by Contractor personnel in daily performance of work. A copy of these instructions shall be provided to the COR annually and shall be made available to other Government personnel upon request.

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C.3.1.3 Facility Temperature

All spaces occupied during facility operating hours shall be maintained at 74 degrees ± 2 degrees Fahrenheit. Rooms housing Information Technology equipment (Data Centers identified in TE-1) shall be maintained between 64 and 82 degrees Fahrenheit with a relative humidity between 35 and 55%. All HVAC and /or CRAC units will have the same temperature set points. Rooms used for special Printing Operations will be maintained at 72 degrees ± 1 degree Fahrenheit with a relative humidity of 50% ± 5%. All HVAC and/or CRAC units will have the same temperature set points. Any temperature deviations shall be approved by the COR in writing.

C.3.1.4 Equipment Checks (TOURS)

The Contractor shall perform equipment checks on all major building equipment at set frequencies (as listed below). Equipment check sheets associated with equipment listed below shall be completed at the time equipment checks are performed. Equipment check sheets (format to be approved by the COR during the phase-in period) shall document all major operating parameters and must indicate the tolerance bands for acceptable performance where available. All findings noted during the checks shall be entered as remarks on the check sheet and a service call work order shall be initiated for any deficiencies that can't be immediately corrected. All completed equipment check sheets shall be provided to the COR within 2 workdays after completion (as required by the COR). A building tour logbook (format to be approved by the COR during the phase-in period) shall be stationed within the particular area and maintained for all mechanical and electrical machine room locations (as required by the COR). The building tour logbook stationed within the particular area shall reflect a minimum 30-day period of performance and shall be notated with the time, date, and mechanics initials when equipment checks are performed in these areas.

Completed equipment check sheets and logs beyond the 30-day period shall be maintained in an orderly filing system by the Contractor and remain available for review by the COR throughout the duration of the contract. Thirty days before the expiration of the contract, all contract records (electronic and hard copy) shall be provided to the COR.

Equipment operating logs shall be maintained for major equipment (chiller, boilers, etc. format to be approved by the COR during the phase-in period). Information recorded on the logs shall be adequate to track the operating hours and performance history of the equipment. The past 7 days of logs shall be kept at the equipment in a protective covering. Logs past 8 days old shall be maintained in an orderly filing system by the Contractor and remain available for review by the COR throughout the duration of the contract.

Required Equipment Check Frequencies:

Minimum:

1. DAILY: Major HVAC equipment (when in operation) including boilers, chillers, sump pumps, cooling towers, BAS/EMS, pneumatic control air compressors and air handlers, fire alarm system control panels (fire alarm system control panels shall not

18 | P a g e have any trouble conditions), steam system reducing and regulating stations, special purpose HVAC for critical functions (for 24-hour operations the checks will be performed once per 8-hour shift).

2. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, generators, battery systems and uninterruptible power systems (UPS).

3. MONTHLY: Transformers, secondary Electrical rooms. Switchgear/primary electrical equipment rooms and condensate drip pans.

Where central plant equipment (chillers over 300-ton capacity and all boilers), is in operation the Contractor shall perform the following monitoring:

1. Monitor starting, stopping, and loading of equipment.

2. Check all operating equipment in the watch area every two (2) hours.

3. Record operating data in appropriate logs or records every two (2) hours.

4. Make necessary adjustments at the central control panel (or BAS front end) in response to changing weather/operating conditions.

C.3.1.5 System Equipment Configuration, Set Points, and Operating Parameters

The Contractor shall make no changes to the established equipment configuration or the programming/operating sequence of control systems for fire alarm, HVAC, mechanical or electrical systems in facilities without the written consent of the COR. Upon completion of any maintenance or repair work, the equipment and its components shall be clean and shall have no missing or damaged parts. The equipment shall operate within the equipment manufacturer’s design criteria levels.

C.3.1.6 MAINTAIN EQUIPMENT ROOMS AND CONTRACTOR SPACES

The Contractor shall keep building equipment machine rooms, shops, and contractor office spaces clean and always organized. The contractor shall always maintain a safe working environment. All areas shall be kept free of extraneous materials, swept, mopped, and dusted.

Any Contractor damage to walls, ceilings, floors, pipes, ducts, or exteriors of equipment shall be repaired and the finish shall be returned to match the existing conditions. Operating supplies such as packing, lubricants, rags, cleaners, etc., shall be properly secured in containers and stored in accordance with fire safety requirements outlined in the NFPA and local fire safety laws and regulations, in spaces approved by the COR for storage.

During government building inspections by the COR or Government Maintenance Work Inspectors (MWI’s), any unacceptable conditions such as unauthorized storage of hazmat materials, old parts, supplies and/or debris discovered will result in an issuance of a service call at no additional cost to the Government to rectify the situation. Any fines or fees imposed as a result of improper storage of any material, supplies, equipment, or safety conditions as a result of contractor actions will be paid by the contractor or it will be deducted from the monthly payment.

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C.3.1.7 PAINTING AND CORROSION CONTROL

Painting included in the basic services portion of this contract is limited to 200 SF per service call at no additional cost to the Government and includes but is not limited to touching up interior and exterior architectural, structural and equipment surfaces such as walls, ceilings, doors, trim, windows, floors, hand railings, metal surfaces, installed building equipment, mechanical equipment, piping and insulation, duct work, machine room walls, ceilings and floors.

Additional painting (over 200 SF per request) may be ordered under ADDITONAL SERVICES task orders and includes but is not limited to the following interior and exterior surfaces such as ceilings, walls, partitions, doors and trim, windows, floors, foundation, roof, walls, windows, doors, and trim as well as structural coatings for surfaces such as mechanical and electrical equipment, structural members, towers, tanks, pipes, utility appurtenances, poles, and antennas. ADDITONAL SERVICES painting may also include performing road and parking lot striping. Prior to all applications of paint, the type and color of the paint to be applied shall be approved by the COR.

C.3.1.8 READ UTILITY METERS

The Contractor shall read the gas, steam, electricity, water, fuel oil, and sewage meters monthly and record the readings. The meters shall be read each month as directed by the COR. A Monthly Utility Usage Report of the meter readings shall be provided to the COR as part of the Monthly Progress Report (format to be approved by the COR during the phase-in period). The Contractor will also escort each utility company to read the applicable meter as required by the utility company and/or the COR. The cost to provide this service shall be included in the fixed price portion of the contract.

C3.1.9 EQUIPMENT CONDITION REPORT

The Contractor shall provide immediate notification to the COR for all equipment that is not fully operational. Furthermore, the Contractor shall provide a Daily Equipment Report (format to be approved by the COR during the phase-in period) (sent via E-mail) to the COR by 9:00 am, that identifies any equipment not fully functional and shall detail the equipment deficiency and the proposed estimated time for the equipment to be returned to operational status. The contractor shall time/date stamp (a device that prints the full date and time on the equipment condition report) the report when it is turned over to the Government (unless the report is emailed, then the date/time of the email will serve as the recorded time it was turned over to the Government).

C.3.1.10 Energy Conservation

The Contractor shall operate equipment and systems as efficiently as possible without compromising service to the tenants. Failure to operate equipment prudently e.g., unnecessarily setting demand peaks, simultaneously heating and cooling, operating equipment when not needed, overriding set points unnecessarily or failing to correct underlying conditions may result in contract payment deductions under the terms of the Quality Assurance Surveillance Plan

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(QASP). The Contractor is expected to make full use of analytical tools available (e.g., interval meter data, BAS trend data), to diagnose problems and identify operational improvements.

The Contractor, in coordination with the COR and considering life-cycle costs, shall pursue the use of the most energy efficient replacement parts and equipment (Energy Star Rated) items available. The Contractor shall be responsible for all costs associated with the use of high efficiency, energy saving parts. In cases where high efficiency equipment is currently installed and requires replacement, the replacement part must meet or exceed that standard (the COR shall make the final determination of whether the replacement parts and equipment meet the required standards). Any rebates received from a service utility provider shall be assigned to the Government or applied as a credit against an associated order issued by the Government to the Contractor.

An aggressive Government energy management program is in place. At a minimum, all equipment, systems, architecture, and structure shall be operated and maintained per E.O.

13834, Department of Energy recommendations, best practices, and guidance. Subsequent updates, revisions, etc., shall become part of the contract at no additional cost to the Government.

C.3.1.11 Lamps and Ballasts

The Contractor shall replace failed lamps, to include appropriate ballasts if required, with the most efficient products available in accordance with existing building standards defined by the COR. In lieu of such standards, lamps shall be replaced with the most efficient products available matching type and Color Rendering Index (CRI) for existing facility lighting. The Contractor shall establish and implement a lamping and ballast recycling program for fluorescent tubes and light bulbs in accordance with EPA, State and GSA regulations.

C.3.1.12 Demand Response Programs

The Government may participate in any of the available demand response programs or critical peak pricing tariffs administered by utility companies, State agencies or third-party administrators. If the Government participates in such a program and advises the Contractor of the requirements of such program, the Contractor shall cooperate fully in the implementation of the program as part of the fixed price portion the contract.

The Contractor shall develop a curtailment program in consultation with the Government and subject to Government approval; such plan shall be described in the Building Operating Plan. The Contractor shall implement all Government approved curtailment measures (which might typically include turning off unnecessary lighting, implementing temperature setback programs, etc.), immediately on notification of a curtailment, in accordance with the plan. Failure to diligently manage systems in accordance with such programs may result in contract payment reductions under the terms of the QASP for excess costs or loss of revenue to the Government.

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C.3.1.13 Water Conservation

The Contractor, in coordination with the COR and considering life-cycle costs, shall pursue the use of the most water efficient replacement parts and equipment items available.

Where applicable, the Service Provider should purchase Water Sense (WS) labeled products.

If irrigation services are subcontracted, the contract shall be certified through a Water Sense labeled program.

C.3.2 BUILDING SYSTEMS WATER TREATMENT

The Contractor shall provide a detailed water treatment program with their proposal covering all equipment and systems to be maintained as part of this contract. The program shall include but is not limited to all the requirements of the PWS under 3.2.

C.3.2.1 Water Treatment Program

A. During the phase-in period, the Contractor shall have the water analyzed in each of the applicable building systems named below. The Contractor shall provide a written report during the initial 30 days of the phase-in period which details their findings of the water analysis and establishes an appropriate treatment program for each system.

1. Hot water heating systems

2. Condensate systems

3. Chilled water systems

4. Condenser water systems

B. The water treatment program and services supplied by the Contractor shall be specifically formulated for each type of system according to the recommendations of a chemist, laboratory or firm that specializes in the water treatment field. In addition, the Contractor shall be responsible for furnishing and installing all the necessary automated chemical feed equipment required to monitor and automatically feed chemical treatments for all water systems as part of the fixed-price portion of this contract. All automated chemical feed equipment shall be included as part of the complete water treatment program. The program shall be submitted to the COR within the first 60 days of the phase-in period and the COR will provide written approval or rejection of the water treatment program within 30 days of receipt of the program. Acceptable corrosion rates are established in the GSA Public Buildings Service Operations and Maintenance Standards. Molybdenum shall not be used.

C.3.2.2 Independent Testing

Every water analysis made on these systems, whether initial, regular or follow-up, shall be made by or under the supervision of an independent, registered certified and licensed chemist, laboratory, or firm specializing in the field of water treatment. A written report of findings of all

22 | P a g e tests shall be submitted to the COR within five (5) calendar days of the analysis. Analyses other than the initial analysis noted above, shall be made on each system as follows:

1. Once each month on a regular, recurring basis (a monthly report shall be included in the monthly progress report).

2. Following any change in the treatment program to ensure proper treatment.

The initial analysis of the HVAC water system(s) shall be submitted to the COR within five (5) calendar days of the analysis. It shall be the responsibility of the Contractor to correct any non-compliant conditions at no cost to the Government as soon as a solution has been reviewed and approved by the CO or designee. Any initial cost that exceeds the $3,000 threshold shall be a shared liability. Once the parameters are within the established tolerances the Contractor shall be responsible to maintain equipment and chemistry at the Contractor's cost.

The periodic water treatment and testing reports shall be included in the monthly progress reports. All other analysis reports performed to analyze or mitigate non-conforming issues shall be brought to the attention of the CO or designee immediately. The monthly progress reports shall include the following items:

a) Testing dates, procedures and (in-house and independent) results,

b) Make up water volumes used,

c) Chemical amounts and types added to the system(s),

d) Tolerance and range criteria set forth in the Plan as compared to actual testing results,

e) Remediation actions taken during the month,

f) Trending data for a running 12 month period on all measures as they compare to the tolerance and acceptability range parameters set forth in the Plan, and

g) Any other pertinent data/info to complete a comprehensive profile of the HVAC water system(s).

The Contractor shall compare cooling tower water treatment results with the Chiller Operating Log. Trending and best practices shall be identified and proposed to CO or designee for review and approval prior to implementation in an effort to establish the most efficient systems operations based on conditions.

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Table of GSA established HVAC water management criteria.

Open Loop

Chemistry Tests Frequency of Test Operating Ranges

Tower Water Conductivity Auto Blow down: Weekly, Monthly

Manual Blowdown: Daily

160-2400 mmHOS

(110-1600 ppm)

Makeup Water Conductivity (Hardness)

Auto Blow down:

Weekly, Monthly

40-600 mmHOS

(30-400 ppm) pH Test Daily, Weekly 7.5 to 9.5

Corrosion Monitoring (Coupon Test)

Quarterly (3 months) Iron: 2 to 5 mils/ year

Copper: 0.2 to 0.5 mils/ yr

Total Bacteria Testing Quarterly (during operating season) and whenever the system has been shut-down for 5 consecutive days. 1 sample per cooling tower cell.

Max: 1000 cfu/ml

(colony forming units/ ml)

Chlorides Weekly, Monthly Max: 250 ppm as Cl

Max: 410 ppm as NaCL

Sulfites Weekly, Monthly 50-100 ppm SO3

80-160 ppm Na2SO3

Corrosion Inhibitor Residual Auto Chem. Feed: Defined by Consultant

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Weekly, Monthly

Oxidizing Biocide Residual Auto Chem. Feed:

Weekly, Monthly

Defined by Consultant

Closed Loop

Chemistry Tests Frequency of Test Operating Ranges pH Monthly 7.5-9.5

Total Dissolved Solids

(TDS) or Conductivity

Quarterly (3 months) Maximum: 2000 ppm or (2500µS/cm)

Polyphosphates

(PO4)

Monthly 10- 20 ppm

Sulfites Monthly 50-100 ppm SO3

80-160 ppm Na2SO3

Total Bacteria Testing

Monthly (during operating season) and whenever the system has been shut-down for 5 consecutive days.

Max: 1,000 cfu/ml

(colony forming units/ ml)

Corrosion Monitoring

(Coupon Test)

Bi-Annually (6 months) Iron: max. 0.5 mils/ year

Copper: max. 0.2 mils/ yr

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Corrosion Inhibitor Residual

Monthly Defined By Consultant

C.3.2.3 WEEKLY WATER TREATMENT TESTS

Trained on-site Contractor personnel or subcontracted personnel shall routinely conduct water treatment and testing of all water systems identified in paragraph 3.2.1 on a weekly basis. A written report of findings of all tests and any adjustments to the system shall be submitted to the COR within two (2) calendar days.

C.3.2.4 Chemicals

A. The Contractor shall provide all equipment, chemicals, and services, including application required to control corrosion, scale, algae, and slime in each of the systems named above. The treatment supplied shall be one that has been specifically formulated for each type of system according to the recommendations of a qualified chemist, laboratory or firm experienced in the water treatment field. The treatment(s) shall prevent:

1. Buildup of adherent mineral deposits (scale) on heat transfer surfaces in any of the systems.

2. Algae, slime, and bacteria growth.

3. Corrosion

B. Where temperatures, pressures or other operating data indicate that the scale control program is not adequate, the Contractor shall clean the equipment immediately at the contractor’s expense, check the treatment for accuracy and thereafter maintain temperatures, pressures and other pertinent factors within limits specified by the manufacturer of the equipment.