REQUIREMENTS-25-3330_PWS RFI DRAFT.pdf

Performance Work Statement National Oceanic and Atmospheric Administration (NOAA)

National Marine Fisheries Service (NMFS) Southwest Fisheries Science Center (SWFSC)

Fisheries Ecology Division (FED) Facility Support Services Contract

Background The Santa Cruz Laboratory (SCL) is a fisheries research facility of the National Oceanic and Atmospheric Administration (NOAA) Fisheries; Department of Commerce (DOC). The SCL site is approximately 1,000 feet from the coastal surf zone, which is considered a harsh environment for building structures and their systems due to salt air, wind, fog, humidity, and variable weather conditions that accelerate wear. The facility is a two-story, 56,000 square foot building which serves approximately 120 researchers and support staff. Their work consists of laboratory and experimental research designed to manage and conserve marine fisheries resources including marine, coastal, and estuarine habitats. Activities associated with this effort include conferences, meetings, chemical and biological experiments, aquarium “wet” studies, videotape studies, and computer-based modeling and statistical studies.

The laboratory requires comprehensive facility support services to maintain a clean, safe, professional, and fully operational environment supporting mission-critical operations. These operations include sealife life-support systems (freshwater and saltwater for research fish, including endangered coho salmon broodstock), laboratory freezers and analytical equipment, data servers, fume hood ventilation for hazardous materials, emergency egress lighting, fire alarms, wastewater and stormwater lift stations, and security systems. Reliable facility infrastructure is essential for research continuity, staff safety, regulatory compliance, and mission resilience.

Recent assessments, including the Mission Resilience Review and Evaluation (MRRE) conducted on 27 January 2026 and documented in the report dated 29 March 2026, have identified critical gaps in emergency power system reliability during extended utility outages, as well as needs for improved HVAC/plumbing system resilience (including groundwater intrusion and pump cycling issues in lift stations), grounds maintenance sustainability, and targeted repairs to building envelope and interior spaces affected by water intrusion. This PWS establishes an integrated approach to maintain mission-critical life support systems, data servers, and lab environments, this represents a new, comprehensive facility management strategy rather than a simple consolidation of old requirements.

This PWS is performance-based, emphasizing measurable outcomes, standards, and results while allowing Contractor flexibility in methods, scheduling, and innovation (e.g., sustainable/organic practices, efficient irrigation scheduling, predictive maintenance approaches, technology for work tracking) to achieve required performance at best value. The base period covers recurring preventive, and grounds maintenance services.

Option Year 1 includes the recurring services plus two one-time repair projects: parking lot asphalt sealcoating, crack filling, and restriping; and interior office mold remediation and repairs for four (4) affected offices (103, 201, 203, and 226). These repair projects shall not be included in pricing for or performed during the base year, option year 2, 3, or 4.

Tasks

The Contractor shall coordinate all work with the COR to minimize disruption to laboratory operations and research activities.

1.0 Task 1: Landscaping and Grounds Maintenance Services (Firm Fixed Price (FFP)) The Contractor shall furnish all labor, supervision, qualified personnel, equipment, tools, materials, transportation, licenses, permits, and expertise necessary to perform complete and continuous landscape and grounds maintenance services at the SCL. Services shall result in grounds that are consistently neat, healthy, safe, weed-free to the maximum practicable extent, professionally maintained, and compliant with all applicable federal, state, and local environmental, pesticide, and safety regulations. The Contractor shall use integrated pest management (IPM) principles and prioritize organic, low-impact, or sustainable products and practices (e.g., certified organic weed control products such as Mirimichi Green or equivalent) wherever effective and feasible to minimize environmental impact in this sensitive coastal/marine-adjacent location.

The laboratory grounds consist of turf/lawn areas (primarily Creeping Red Fescue and low-maintenance/no-mow grass), ornamental planting beds with shrubs, ground covers, and other plantings, mature trees, irrigation systems (automatic controllers, spray and drip zones), parking lots, driveways, walkways, and other hardscape features surrounding the main building. These grounds must be maintained to provide a safe, clean, professional, and aesthetically pleasing environment that supports the laboratory's mission, enhances the workplace for staff and visitors, and reflects positively on NOAA/NMFS as a federal research institution. Poorly maintained grounds can create safety hazards (tripping, fallen branches, pest harborage), detract from professional image, waste water/resources, and potentially impact research activities or public perception.

Specific elements of the work (detailed performance standards and checklists in approved QCP/annual schedule):

1.1 Turf and Lawn Care: Maintain all turf/lawn areas (Creeping Red Fescue “lawn” and “no-mow grass” zones).

Perform regular mowing and edging to keep grass at healthy, appropriate heights (generally 2–4 inches or per species/seasonal best practices for coastal fescue), free of broadleaf weeds and excessive thatch. Use mechanical methods primarily; apply labeled herbicides or organic alternatives only as needed and in accordance with California regulations and manufacturer instructions. Monitor and report irrigation requirements or deficiencies. Note: Hand-pulling broadleaf weeds in turf generally not practical for large areas;

chemical or organic spot treatment expected as part of maintaining standards.

1.2 Planting Beds, Shrubs, Ground Covers, and Ornamental Plant Maintenance: Fertilization – apply complete, balanced, slow-release or controlled-release fertilizer at least annually or as needed based on plant requirements and soil/plant health observations to maintain vigorous, healthy condition without excessive growth or nutrient runoff. Weed Control – provide continuous weed control in all planting beds and improved areas using pre-emergent and post-emergent methods, with preference for organic-certified products (e.g., Mirimichi Green Weed Control or equivalent) and mechanical removal where effective; minimize bare soil exposure. Mulching and Bed Surfaces – periodically rake and refresh bed surfaces to remove debris and maintain neat appearance; inspect and recommend addition of mulch (ground bark or approved material) as needed to conserve moisture, suppress weeds, and improve aesthetics (extensive mulch installation beyond routine refresh may be priced separately). Insect and Disease Control – periodically inspect all ornamental plants throughout the year; when infestation or disease detected, apply appropriate treatments using IPM, approved products compliant with state/local regs, and environmental conditions; prioritize least-toxic options suitable for coastal/near-marine setting. Pruning – judiciously prune all ornamental plant material, shrubs, and ground covers in accordance with horticultural best practices and intended function/location of each plant; remove spent flower heads, dead/diseased wood, and shape to maintain health, safety clearances (from walkways, buildings, utilities), and appearance; remove all pruning debris from site same day. Watering – utilize and manage the existing automatic irrigation system for bed areas; establish, monitor, and adjust controller schedules seasonally and according to weather/evapotranspiration needs to promote deep rooting, water conservation, and plant health while preventing runoff, pooling, or waste; perform manual watering for new plantings or stressed areas as required; report any system deficiencies immediately.

1.3 Tree Care and Maintenance: Prune trees and larger shrubs (generally up to 12–15 feet in height from ground level or within safe reach of standard equipment/ladders without specialized climbing/arborist gear) to remove dead, diseased, crossing, or hazardous branches; maintain clearances from structures, power lines, walkways, and sight lines; and promote healthy structure. All work performed by trained personnel following ANSI A300 or equivalent standards. Debris removed same day. Pruning of trees exceeding these limits, or requiring bucket trucks/specialized equipment, shall be considered extra work and priced separately or performed under separate procurement. Report any hazardous tree conditions (e.g., structural defects, disease) to the COR within 24 hours with recommendations.

1.4 Irrigation System Inspection, Monitoring, and Minor Maintenance: Inspect all irrigation system components (controllers, valves, piping, sprinkler heads, drip emitters, pressure regulators, filters) on a regular basis, at minimum prior to and during the growing season and after major weather events. Monitor for proper operation, coverage, leaks, breakage, clogs, or malfunctions. Perform minor repairs and adjustments, including head/emitter replacement, as part of the base service (Contractor shall stock common replacement parts or obtain quickly). Major repairs, system modifications, or replacements beyond minor items shall be reported to COR with cost estimate for approval (time and materials or fixed price). Establish and document seasonal watering schedules optimized for conservation. The Government provides the irrigation water supply and electrical power for controllers; Contractor is responsible for programming and seasonal adjustments.

1.5 Hardscape, Parking, Driveway, and General Debris/Litter Control: Clean all parking lots, driveways, walkways, patios, and building perimeter areas weekly (or more frequently as needed, especially after leaf drop or storms) using leaf blowers, brooms, or approved methods to remove leaves, debris, litter, and sediment.

Remove weeds growing in pavement cracks, joints, and edges. Keep all landscaped and hardscape areas free of trash, bottles, papers, cartons, and similar items to maintain a neat appearance. Dispose of all landscape-generated green waste and debris in on-site Government-provided green waste/trash bins or by other approved means. Do not leave debris piles overnight unless secured and approved.

1.6 Semi-Annual Gutter Service: Clean all roof and gutter of all leaves and debris. Bag up and remove all debris from the job site. Water flush all gutters and downspouts to assure flow. Clear all clogged downspouts.

1.7 General Requirements and Professional Standards: All field work performed under direct supervision of a qualified landscape professional with appropriate training and experience. Contractor personnel shall conduct themselves in a workmanlike, efficient, and professional manner at all times while on site as representatives of the Contractor interacting with a federal research facility. Comply with all applicable federal, state, county, municipal, and administrative laws, ordinances, orders, rules, and regulations, including but not limited to California Department of Pesticide Regulation (DPR) requirements for licensing, notification, and recordkeeping;

OSHA/Cal-OSHA safety standards; and NOAA/NMFS site-specific safety, security, and environmental policies.

Furnish, upon request, certificates of insurance evidencing comprehensive general liability, automobile liability, workers' compensation, and property damage coverage with limits appropriate for the work and federal contracting (minimum $1,000,000 per occurrence or as required by the solicitation). Coordinate work schedules with the COR or designated Facility Manager to minimize disruption to laboratory operations, research activities, meetings, or staff access. Noisy activities (mowing, blowing) should preferably occur during early morning hours (e.g., before 9:00 AM) or other low-impact times when feasible, with prior coordination. The Contractor shall not be held responsible for pre-existing faulty landscaping installations or conditions existing prior to contract start, but shall report any such conditions observed during performance.

2.0 Task 2: Preventative Maintenance and Repair Services for Emergency Generators and Associated Electrical Systems (Firm Fixed Price except for 2.6 Emergency Response and Repair Services) The Contractor shall provide comprehensive preventative maintenance, testing, documentation, refueling, and 24/7 emergency repair program to close these gaps and sustain mission resilience. The facility depends on reliable backup power for aquarium life-support systems, ultra-low-temperature freezers (biological samples), data servers, hazardous-material storage ventilation, safety systems, and the wastewater lift station. Utility power is supplied by PG&E with three on-site diesel generators and ATS: Generator 1 (150 kW, 480 V), and Generator 2 (300 kW, 208 V, installed 2024). All work shall comply with manufacturer recommendations (Generac Industrial), NFPA 110 (Standard for Emergency and Standby Power Systems), NFPA 70B (Recommended Practice for Electrical Equipment Maintenance), OSHA, and applicable federal and California codes. The Contractor shall prioritize local Santa Cruz-area technicians capable of 2-4 hour emergency response times where feasible.

2.1 Preventative Maintenance and Testing of Emergency Generators and ATS: The Contractor shall maintain Generators 1 & 2 and associated ATS per manufacturer (Generac Industrial) recommendations, NFPA 110 (Level 1), and EPA requirements so they start automatically, transfer loads within specified times, carry rated load stably, and shut down properly.

2.1.1 Generator 1-150kW:

a. Perform three Minor PM Inspections (Level 1) covering engine electrical, generator components, safety controls, instrumentation, air/exhaust, cooling, fuel, lubrication, and ATS (wiring, contacts, IR temperature, simulated transfer, timers).

b. Perform one Major Annual PM Service (Level 2) (includes all Minor elements + fuel/lube filter changes, oil replacement/disposal, optional lab analysis, bearing lubrication).

c. Conduct 4-hour load-bank testing quarterly and coordinate building-load transfer testing with the facility manager to validate real-world capacity and power quality.

d. Perform or support monthly operational tests (>30% load per NFPA 110) as needed.

e. Provide oil/coolant/fuel sampling & analysis, diesel top-off, and fuel polishing at time of PM- visit.

f. Immediately report deficiencies to the facility manager with corrective recommendations and cost estimates for non-routine repairs.

2.1.2 Generator 2-300kW:

a. Perform eleven Minor PM Inspections (Level 1) covering engine electrical, generator components, safety controls, instrumentation, air/exhaust, cooling, fuel, lubrication, and ATS (wiring, contacts, IR temperature, simulated transfer, timers).

b. Perform one Major Annual PM Service (Level 2) per generator (includes all Minor elements + fuel/lube filter changes, oil replacement/disposal, optional lab analysis, bearing lubrication).

c. Conduct 4-hour load-bank testing quarterly and coordinate building-load transfer testing with facility manager to validate real-world capacity and power quality.

d. Perform or support monthly operational tests (>30% load per NFPA 110) as needed.

e. Provide oil/coolant/fuel sampling & analysis quarterly.

f. Provide diesel top-off, fuel polishing at time of PM-visit.

g. Immediately report deficiencies to the facility manager with corrective recommendations and cost estimates for non-routine repairs.

2.1.3 Deliverables: Detailed PM/test reports (checklists, measurements, photos, results, recommendations) within 5 business days of each visit/test; updated cumulative maintenance logs quarterly; Annual Generator & ATS Health Assessment (capacity trends, remaining life, ESPC-aligned recommendations) within 30 days after each contract year.

2.2 Routine Electrical Preventative Maintenance for Facility Electrical Distribution System: The Contractor shall maintain the facility electrical distribution system (switchgear, panels, wiring, outlets, grounding, emergency lighting on backup, surge protection) per NEC (NFPA 70), NFPA 70B/70E, and MRRE findings (documentation gaps, outlet color-coding, power quality from switching loads).

a. Semi-annual inspections + infrared thermography of critical panels/connections to identify hot spots/loose connections.

b. Verify/correct/update one-line diagrams, panel schedules, circuit directories; install durable red covers/marking on all generator-backed outlets and socialize the convention with staff.

c. Inspect/test emergency lighting circuits on generator power; identify gaps per NFPA 101.

d. Support power quality re-evaluation (voltage sags, flicker, harmonics) post-ESPC pump/HVAC upgrades and recommend mitigations.

e. Annual full-load/black-start test, document, analyze results and provide recommendations and submit the report to the facility manager within ten (10) business days of test completion.

f. Annual infrared survey of critical infrastructure with prioritized repair recommendations.

2.2.1 Deliverables: PM/thermography reports (IR images, findings, severity, actions) within 10 business days; updated electrical documentation (redlines or CAD/PDF) within 30 days of changes or annually; initial + annual Emergency Lighting & Circuit Mapping Report (within 60 days of award); Post-ESPC Power Quality Re-Evaluation Report (per COR schedule).

2.3 Standalone UPS Battery Maintenance, Testing, and Support: The Contractor shall maintain all facility UPS systems/batteries for seamless transitions, adequate runtime, and power conditioning (prioritize double-conversion upgrades for sensitive equipment per MRRE). Many units are EOL with errors.

a. Maintain current UPS inventory (make/model/rating/age/location/loads/battery age) and update quarterly.

b. Semi-annual maintenance: inspection, cleaning, firmware (approved), battery impedance/load testing, runtime verification via simulated failure, and EOL battery/UPS replacement (batteries as consumables; full units via modification).

c. Prioritize/execute double-conversion upgrades for sensitive loads (sequencers, servers, instrumentation); maintain formal replacement schedule on facility safety calendar.

d. Emergency UPS troubleshooting, battery replacement, and temporary power solutions.

e. Decommission non-essential UPS as directed by the facility manager.

2.3.1 Deliverables: Initial + quarterly UPS Inventory & Status Report (within 30 days of award); UPS Maintenance & Test Reports within 5 business days of visits; UPS Replacement Schedule & Roadmap (within 60 days of award, updated annually); battery disposal certificates; monthly UPS health summary in progress reports.

2.4 Refueling Services, Fuel System Maintenance, and Refueling Plan Development: The Contractor shall ensure adequate high-quality diesel fuel and develop/implement a formal refueling plan.

a. Scheduled refueling to maintain minimum levels (target 7–14 days runtime at expected loads, coordinated with facility manager); fuel quality testing at each fill.

b. Fuel system PM (tank/line/filter/water separator inspection, water drain, filter changes, polishing if needed) integrated with generator visits.

c. Develop draft Refueling Plan within 60 days (coordinated with COR, Facility Manager) finalize within 30 days of comments. Plan addresses procurement, logistics in regional emergencies, minimum stocks, rotation, mutual aid, and contingencies.

d. Maintain fuel consumption logs during tests/outages; support runtime calculations.

2.4.2 Deliverables: Draft Refueling Plan (60 days); Final Plan (90 days); Fuel Delivery & Quality Reports within 2 business days of each event; monthly Fuel Status & Consumption Report (with progress report).

2.5 Documentation, Reporting, and Coordination: The Contractor shall maintain accessible records, provide regular reporting after PM visits, and coordinate with the facility manager.

a. Maintain and provide the facility manager all service records, diagrams, inventories, schedules, and reports.

b. Submit work reports after each PM visit or repair covering issues, upcoming work, fuel/UPS status, and recommendations.

2.5.1 Deliverables: Submit PM Visit Work Reports (within 5 days after visit).

2.6 Emergency Response and Repair Services (Time and Materials (T&M): The Contractor shall provide 24/7 emergency response and repairs for generators, ATS, UPS, electrical, and fuel systems with priority on aquarium life support, servers/data integrity, safety systems, and lift station. Maintain 24/7 POCs with dispatch authority.

a. On-site response: ≤2 hours for critical failures; ≤4 hours for others. Immediate remote troubleshooting.

b. Diagnose, repair, or provide temporary power (portable generators/rental UPS) for extended outages; coordinate planned/emergency outages with COR/researchers.

c. Document every event (timeline, root cause, actions, parts, post-repair tests, prevention recommendations); preliminary report within 24 hours; final within 5 business days.

d. Maintain adequate spares or 24-hour supplier access for common items.

2.6.1 Deliverables: Immediate notification on arrival; Preliminary Incident Report (24 hours); Final Repair Report (5 business days); Corrective Action Plans for recurring issues (10 business days).

3.0 Task 3: HVAC, Plumbing, and Mechanical Systems Preventive Maintenance, Repair, and Inspection Services (Firm Fixed Price (FFP) Except for 4.8 & 4.9 for repair and emergency repairs)

The Contractor shall provide comprehensive preventive maintenance (PM), inspection, testing, repair, and as-needed replacement services for the SCL's HVAC systems (including chillers, heat pumps, evaporators, condensers, hydronic baseboard heaters, ventilation for HAZMAT storage, WYE strainers, and associated controls) and Plumbing systems (sanitary and storm lift stations with pumps, controllers, level sensors, valves, and guide rails; sewer lines and cleanouts; backflow devices; domestic water systems; hose bibs; and hydronic piping flushing) to ensure reliable support for fisheries research, laboratory operations, and mission resilience.

The facility's location in a harsh coastal environment (salt air, humidity, groundwater intrusion) accelerates wear. Recent assessments, including the January 2026 MRRE, have identified critical needs such as addressing groundwater intrusion and frequent pump cycling in lift stations, expanding the PM program to additional HVAC equipment (e.g., Heatcraft, Mitsubishi, Bard units and strainers), performing hydronic flushing, correcting sewer infrastructure issues (abandoned lines, cleanout access, hose bib flow), and improving documentation and emergency response capabilities. This task focuses on outcomes: maintaining systems in optimal, code-compliant condition with minimal downtime.

The Contractor shall conduct four (4) quarterly preventive maintenance visits (or at manufacturer-recommended intervals and in accordance with NFPA requirements and applicable codes/standards) to inspect, test, maintain, and service all government-owned HVAC, Plumbing, and associated electrical/control systems and components. Work shall be performed in accordance with the most recent applicable codes, standards, manufacturer recommendations, and technical service bulletins. Specialized equipment shall be serviced and maintained by manufacturer-certified technician(s). The Contractor shall have locally available resources and qualified staff to support scheduled and unscheduled/emergency work efficiently and economically. During each quarterly visit and as part of ongoing maintenance, the Contractor shall perform, at a minimum, the following inspections and services (incorporating facility-specific requirements to address current conditions such as lift station groundwater intrusion and pump cycling, hydronic system maintenance, sewer infrastructure issues, and expansion of the PM program to additional equipment):

3.1 Air Compressors: Check oil, compressor motors, pressure switch, moisture/oil/dirt in lines & filter, compressor belt (tighten or change if necessary), pressure relief valve, all electrical connections, control settings, crankcase oil level, motor for bearing temperature and noise, drain water from tank, operation of manual and automatic drain and clean, clean refrigerant drier condenser and oil motor as necessary, operation of refrigerant drier and operating controls, pressure limit controllers, all functions of timer switches.

3.2 HVAC Systems: Consists of Heat Pumps/Make Up Air Units, Split System Air Conditioners/Forced Air Ventilation, and related equipment including but not limited to Heatcraft, Mitsubishi, Bard, Trane units and WYE strainers, hydronic baseboard heaters (~64 office + 29 common area units), chillers, and associated controls; add newly identified equipment to the PM program as directed.

Check refrigeration charge, cooling coil condition and piping for oil/refrigerant leaks, all belts, condenser fins for damage and cleanliness, condensation pan and discharge pipes, all wiring, controls (thermostat or BAS), starter and tighten electrical connections, lubricate fan/motor bearings, prove damper and economizer operation, change/clean filters, reversing valve operation, clean humidifier and prove operation, all humidifier elements, replace contactors/points as needed. For hydronic baseboard heaters: Perform flushing as scheduled or directed

– isolate, remove/reinstall as needed, flush, furnish/install thermostat dials, refill and return to normal operation.

3.3 Exhaust Fans: Check/replace all belts as necessary, grease or oil bearing motors, check rotation, tighten all electrical connections, check inlet/outlet dampers (when applicable), check all exposed ductwork for deterioration.

3.4 Reciprocating Air Conditioning Compressors and Other Specialized HVAC: Check oil levels, visual for leaks, check excessive vibration/heat, start-up/operational check, tighten electrical connections, check timer switch functions.

3.5 Plumbing Systems: Consists of Sanitary and Storm Lift Stations, Sewer/Drainage, Domestic Water, Backflow, Hose Bibs, Hydronic Piping. Conduct water treatment for piping as required. Locate and clean sewage cleanouts at least annually or as needed. For Lift Stations: Inspect/test pumps, motors, controls (Data View, localized), level sensors (EchoBeam), guide rails, check/isolation valves, gauges, alternator relays; check leaks, groundwater intrusion, concrete condition, pump cycling. Perform confined space entry with air monitoring, safety plan, LOTO. Test operations, set level setpoints, demonstrate lead/lag/alarms. Document levels, cycles, groundwater issues. Support or perform (under repair task) patching, epoxy lining bottom 8 ft, component replacements to mitigate intrusion/reduce wear. For Sewer/Hose Bibs: As identified or directed, perform camera/hydro jetting, capping abandoned lines, riser/cleanout installation/excavation/restoration, troubleshoot/restore hose bib flow/pressure (~55 psi). Backflow: Annual recertification and documentation. General: Inspect for operation and coastal corrosion.

3.6 Standards: All manufacturer-recommended PM and inspection items shall be accomplished within recommended periodicity. Equipment shall operate within manual parameters. Deficiencies documented (with photos) for repair task or proposal. Contractor shall maintain complete, current O&M manuals and technical service bulletins on-site and be responsible for updates. Vendor software tracking printout appendix to monthly report if used; electronic backup of all data at contract/option end.

3.7 Environmental, Safety, and Regulatory Compliance: All work per EPA (refrigerants/HAZMAT handling, disposal, record-keeping per CAA/Clean Water Act), OSHA, NFPA, confined space (permit, air monitoring, safety plan, LOTO for lift stations), and other applicable codes. Coastal corrosion considerations for replacements.

Contaminated consumables removed and properly disposed. Full compliance; proper documentation provided.

3.8 Correction of Deficiencies and Performance of Repairs (Time and Materials (T&M): The Contractor shall correct deficiencies discovered during PM/inspections or normal operations, or as tasked (e.g., lift station restoration, sewer corrections, hydronic flushing, hose bib repairs). Specialized by certified tech(s). Provide proposals with ROM, schedule, parts list within 2 business days (immediate for emergency). Emergency parts identified to COR within 2 hours. Perform repairs to return systems to normal per manuals/codes.

Parts/materials/consumables provided by Contractor (common items in pricing); some GFP as directed.

Coordinated to minimize disruption.

3.9 Emergency Repairs and Response (Time and Materials (T&M): Emergency repairs shall start within 4 hours of notification. Provide/maintain 24/7 contact info for response personnel. Implement temporary protective measures for extended critical system impacts (e.g., lift station backup if needed).

3.10 Documentation, Reporting, Coordination, and O&M:

a. Maintain on-site O&M manuals.

b. Provide detailed quarterly PM reports/checklists (all items above, photos, tests, deficiencies, recommendations) within 5 business days after visit.

c. Monthly progress reports (by 10th: accomplishments, issues e.g. groundwater/pump cycling/power quality impacts, recommendations, schedule, software printouts).

d. Quarterly summaries. Coordinate with COR/Facility Manager (Tom Rausch) with 48-hr notice for routine; not authorized on closure days (furlough, weather, outages, holidays) unless authorized – non-working/non-pay. Notify for closures during work hours.

e. At end of contract/option: Electronic backup of all maintenance data/tracking. Provide all documents to the COR.

4.0 Task 4 – Optional Task: Parking Lot Services: Asphalt Sealcoating, Crack Filling, and Striping (Option Year 1 Only) (Firm Fixed Price (FFP))

In Option Year 1 only, the Contractor shall also perform asphalt sealcoating, crack filling, and striping services for the staff parking lot (~31,000 sq ft total main parking lot and adjacent interior lot). The Contractor shall furnish all labor, materials, equipment, tools, supervision, traffic control, No Parking signage, cones, barriers, and services necessary to clean and prepare the asphalt surfaces, treat oil spots, fill cracks 1/4 inch and larger (excluding alligator areas unless directed), apply Overkote or approved equivalent sealcoat, and restripe per existing layout including ADA and fire lanes. All work complete in all respects. Contractor to verify conditions on site visit. All work shall be performed in compliance with applicable federal, state, and local regulations, including California prevailing wage requirements for public works (Contractor must be registered with DIR and utilize prevailing wage rates), Cal/OSHA safety standards, manufacturer application instructions for sealcoat and crack filler products, guidelines from the Asphalt Institute or Asphalt Emulsion Manufacturers Association (AEMA), and the Manual on Uniform Traffic Control Devices (MUTCD) for pavement markings and temporary traffic control. The Contractor shall hold a current California Class A (General Engineering) or C-12 (Asphalt Paving) contractor license. Minimum insurance requirements include Commercial General Liability coverage of at least $2,000,000 per occurrence and $4,000,000 aggregate, Workers Compensation as required by California law, and Automobile Liability. Certificates of Insurance naming the Government as additional insured are required prior to mobilization. Work shall be performed with minimal disruption to NMFS Santa Cruz Laboratory operations and staff parking. The Contractor shall provide all necessary traffic control, No Parking signage, cones, and barriers, and may be required to perform work during evening, early morning, or weekend hours as pre-coordinated with the COR. Given the site location approximately 1,000 feet from the coastal surf zone, the Contractor shall implement measures to prevent any sealcoat, primer, debris, or wash water from entering storm drains or coastal waters and shall comply with all applicable environmental and stormwater regulations.

Product data sheets, Safety Data Sheets (SDS), and proposed application methods/rates shall be submitted for COR approval pre-mobilization. The Contractor shall provide a minimum one (1) year warranty on materials and workmanship. The Contractor shall have a minimum of five (5) years of experience performing commercial asphalt sealcoating, crack filling, and pavement striping on parking lots of similar size and scope (approximately 20,000 sq ft or larger) and shall have successfully completed at least three (3) comparable projects for government, educational, or institutional clients within the past three (3) years (references required). The on-site supervisor or foreman shall be experienced in proper surface preparation techniques, sealcoat application in coastal environments, and ADA-compliant striping layouts. Experience with prevailing wage projects and working in occupied operational facilities is highly desirable.

4.1 Detailed Tasks:

4.1.1 Site Preparation and Cleaning – Clean all parking lot asphalt surfaces of loose dirt, dust, debris, vegetation, and contaminants using blowers, hand tools, or approved methods. Treat severe oil spots by cleaning and applying oil spot primer (or torching if appropriate and safe). Contractor shall coordinate with Government personnel to have all vehicles and equipment moved from work areas prior to commencement. Ensure irrigation and sprinkler systems are turned off for the project duration as coordinated.

4.1.2 Crack Filling – Apply hot rubber crack filler or approved equivalent to all cracks 1/4 inch and larger. Do not fill alligator cracked areas unless specifically directed by the Technical POC/COR.

Ensure the filler is properly applied and tooled smooth and level with the surrounding pavement surface.

4.1.3 Sealcoat Application – Furnish and apply one (1) coat of Overkote or approved equivalent commercial-grade sealcoat material uniformly to the prepared surfaces to achieve proper coverage without streaking or thin spots. If a second coat is included in the proposal or directed, apply after the first coat has cured per manufacturer recommendations (minimum 24 hours).

Allow minimum 24-hour cure time before vehicle traffic. Protect adjacent surfaces, buildings, and landscaping from overspray.

4.1.4 Restriping and Cleanup – After adequate sealcoat cure (minimum 24-48 hours or per manufacturer), restripe all parking spaces, ADA/handicap spaces, fire lanes/curbing, and other existing markings using approved traffic paint suitable for sealcoated asphalt. Perform final site inspection with Government representative. Remove all debris, excess materials, equipment, and temporary protections from the site. Leave the parking lot in clean, usable condition.

Submit before-and-after photographs to the COR with final documentation. The Contractor shall submit a proposed work schedule and material submittals within five (5) business days of Option Year 1 start or notice to proceed for this project. All tasks shall be completed and the work accepted by the Government within the coordinated schedule.

5.0 Task 5 – Optional Tasks (Option Year 1 Only) (Firm Fixed Price (FFP))

5.1: Sanitary Sewer System Survey

5.1.1 The Contractor shall provide all labor, tools, materials, equipment, and supervision necessary to conduct a comprehensive investigative survey of the existing sanitary sewer system at the NOAA Southwest Fisheries Science Center facility located at 110 McAllister Way, Santa Cruz, CA 95060.

Specific requirements include:

• Access available entry points to survey the sanitary sewer system.

• Identify and mark areas of concern, specifically:

o Cleanout located at the southwest corner of the building.

o Abandoned sewer pipe at the northwest corner of the building.

• Coordinate with SWFSC staff to verify exact locations of the cleanout and abandoned pipe prior to surveying.

• Utilize push camera equipment for pipe inspection. If the push camera cannot reach identified areas, the Contractor shall use a hydro jetting machine to clear obstructions and enable further inspection.

• Conduct pipe surveying to the greatest extent possible.

• Perform an underground utility survey (Subdynamics or equivalent) to locate and document utilities in the work areas.

• Document all findings, including video footage, photographs, and written observations of pipe conditions, blockages, intrusions, or other defects.

5.1.2 Deliverable: A written Investigative Report (including photos, video, diagrams, and marked-up site plan) detailing survey results, identified issues, and recommended corrective actions. The report shall be delivered to the Contracting Officer’s Representative (COR) within 15 calendar days of completing the survey.

5.2 Corrective Action & Construction Documentation

5.2.1 Following completion of the investigative survey and assessment of pipe locations and conditions, the Contractor shall:

a. Install New Riser at Existing Cleanout Provide all labor, materials, and supervision to excavate and install a new riser for the existing cleanout. The riser shall be 4-inch diameter and match the size and material of the existing piping. The Contractor shall restore the site to its original condition upon completion.

b. Cap Abandoned Sewer Line Provide all labor, materials, and supervision to excavate above the tee connection where the abandoned sewer line connects to the laboratory’s sanitary system. Cut and cap the abandoned sewer line. Additionally, cap the existing sanitary line at the tee. Restore the excavated area to its original condition, including backfill, compaction, and surface restoration as required.

c. The Contractor shall provide detailed corrective action recommendations suitable for inclusion in final construction documents.

5.2.2 Deliverable: As-built drawings, documentation of corrective actions performed, and updated construction documents incorporating the repairs. All documentation shall be submitted to the COR within [insert number] calendar days of completing the corrective work.

5.3 Hose Bibb Flow Investigation and Repair

5.3.1 The Contractor shall investigate and resolve the loss of flow to the hose bibb located in the utility boatyard. The service valve that tees off the main line isolates only the hose bibb. A line blockage resulting from prior leak detection activities (pressurization with compressed air) is suspected.

Specific requirements:

5.3.1.1 Investigate the cause of reduced/no flow to the hose bibb.

5.3.1.2 Locate and clear any blockages in the line serving the hose bibb (reference attachment 007 for hose bibb location and line size).

5.3.1.3 Repair or replace components as necessary to restore full flow.

5.3.1.4 Test the system to confirm proper operation after repairs.

5.3.2 Deliverable: Written summary of findings and corrective actions taken, including before/after test results.

Submit to the COR within 15 calendar days of completion.

5.4 Hydronic Baseboard Radiator Flushing

5.4.1 The Contractor shall flush a total of sixty-four (64) hydronic baseboard radiators.

The work shall consist of the following for each radiator:

5.4.1.1 Remove the radiator(s) as needed.

5.4.1.2 Thoroughly flush the radiator(s) to remove sediment, debris, and buildup.

5.4.1.3 Reinstall the radiator(s) after flushing.

5.4.1.4 Test and verify proper operation and flow after reinstallation.

5.4.2 Breakdown of Radiators: 35 radiators in offices & 29 radiators in common areas.

5.4.3 Deliverable: A written report documenting the completion of flushing for all 64 radiators shall be submitted to the COR within 15 calendar days of project completion. Information to be provided in the report includes:

5.4.3.1 List of radiators serviced (by location).

5.4.3.2 Before/after observations or photos where issues were noted.

5.4.3.3 Confirmation of proper operation post-flushing.

5.4.3.4 Any recommended follow-up actions.

5.5 Storm Lift Station Restoration and Repairs

5.5.1 Work shall include the removal and replacement of pumps, valves, guide rails, and associated components, along with full system testing.

The Contractor shall complete the following tasks:

• Provide confined space entry equipment, air monitoring, and a comprehensive safety plan for entry into the lift station.

• Perform lockout/tagout of electrical components.

• Remove two (2) existing storm pumps.

• Remove four (4) existing pump guide rails.

• Remove two (2) 8-inch check valves and two (2) 8-inch gate valves.

• Furnish and install two (2) 8-inch check valves and two (2) 8-inch gate valves.

• Furnish and install one (1) 12-inch check valve.

• Furnish and install four (4) 2-inch stainless steel guide rails.

• Remove one (1) 12-inch isolation valve.

• Furnish and install one (1) 12-inch isolation valve.

• Furnish and install two (2) pressure gauges.

• Furnish and install two (2) new pumps (10 HP, 3-phase, 480V).

• Connect wiring components to the two (2) new pumps using 50 ft leads (pump house is over 100 feet away; assume existing junction box within 20 feet of the pit).

• Remove lockout/tagout.

• Set pump controllers and level sensors to the desired on/off set points. Test level accuracy.

• Furnish and install two alternator relays for lead/lag operations: one relay for storm pump controls and one relay for sanitary pump controls.

• Demonstrate full operation of the pumps, controls, valves, gauges, and alternator relays to the satisfaction of the Facility Manager / COR.

• Remove and properly dispose of all old materials and equipment.

Storm Pump Controller Replacements (Controls Upgrade)

• Remove existing storm pump controller.

• Furnish and install two (2) new Storm Pump Controllers (Part # LI55-1411, Manufacturer: Data View – 85-265 VAC, meter w/4 relays, 4-20 mA repeater). Note: This provides 24 VDC to the sensor.

• Remove existing audible/visual alarm.

• Furnish and install new audible/visual alarm (Part # LC09-0000 – Flash/audible alarm with reset button, NEMA 4X).

• Furnish and install two (2) new Radar Level Transmitters with remote display (Part # LR80-0000, Manufacturer: EchoBeam – GP radar level sensor, 1-1/2" NPT, 4-20 mA).

• Remove existing localized controller.

• Furnish and install two (2) new localized controllers (Part # LM92-2002, Manufacturer: Flowline – Double NEMA box, windowed, 1/8 DIN, PC).

• Set level sensor desired set points.

• Test and confirm full operation of the new controls and set points with the Facility Manager / COR.

• Sanitary Pump Controller Replacements (Controls Upgrade)

• Remove existing sanitary pump controller.

• Furnish and install two (2) new Sanitary Pump Controllers (Part # LI55-1411, Manufacturer: Data View – 85-265 VAC, meter w/4 relays, 4-20 mA repeater). Note: This provides 24 VDC to the sensor.

• Remove existing audible/visual alarm.

• Furnish and install new audible/visual alarm (Part # LC09-0000 – Flash/audible alarm with reset button, NEMA 4X).

• Furnish and install two (2) new Radar Level Transmitters with remote display (Part # LR80-0000, Manufacturer: EchoBeam – GP radar level sensor, 1-1/2" NPT, 4-20 mA).

• Remove existing localized controller.

• Furnish and install two (2) new localized controllers (Part # LM92-2002, Manufacturer: Flowline – Double NEMA box, windowed, 1/8 DIN, PC).

• Set level sensor desired set points.

• Test and confirm full operation of the new controls and set points with the Facility Manager / COR.

5.5.2 Deliverables:

• Comprehensive safety plan and confined space documentation (prior to start of work).

• As-built documentation and O&M manuals for all installed equipment.

• Written report confirming completion of all tasks, including test results, set points, and demonstration sign-off.

• All deliverables shall be submitted to the COR within 15 calendar days of final acceptance testing.

6.0 Task 6: Interior Office Repairs for Offices 103, 203, and 226 (Option Year 1 Only) In Option Year 1 only, the Contractor shall perform interior office repairs and mold remediation for four (4) offices (103, 201, 203, and 226) affected by water damage and mold growth from exterior southern-facing wall moisture intrusion. The Contractor shall furnish all labor, materials, tools, equipment, temporary protections, containment systems, subcontracts if any, and services necessary to perform the remediation and repairs for the affected offices. Services shall be complete in all respects. The Contractor verifies field conditions via site visit.

The Contractor must be California B-licensed (or C-33) and use IICRC-certified mold remediation professionals;

submit license/certification proof with proposal or prior to mobilization. Work to minimize lab disruption (typical 7am-4pm Mon-Fri, coordinated with COR). Submit safety, remediation, and waste plans for approval pre-mobilization. Daily logs and photos required. Comply with IICRC S520 (mold remediation), EPA mold guidelines, California Building Code, OSHA 29 CFR 1926 (construction safety/PPE), ASTM/GA standards for drywall, manufacturer specs, and NOAA/NMFS facility policies. Maintain all required licenses and certifications throughout performance. No warranty on reinstalled existing items. Single mobilization assumed. Access to the closest exterior entrance is necessary and assumed.

6.1 Detailed Tasks for each of the four offices:

6.1.1 Pre-Construction Preparation and Site Protection: Install temporary flooring protection (Ramboard or equivalent, taped down to finish flooring surface from closet doorway/exit to affected Office space; removal and disposal at end of project). Remove at beginning and reinstall at end of construction – existing wall radiator (assumes shutoff valve next to the unit is installed). Supply and install new Taco hydronic thermostat for existing wall radiators. Remove and reinstall at end of construction – (2) hanging ceiling lights. Certified mold remediation contractor to seal off affected Office with HEPA filtered equipment creating negative pressure to exterior.

6.1.2 Mold Remediation and Selective Demolition: Remove and dispose of all window coverings, wood trim and drywall from floor to ceiling and from corner to corner on exterior wall, bag and dispose. Remove all fiberglass insulation, bag and dispose. Once wall cavity is empty, physically remove all visible mold from wood framing with combination of HEPA sanding and wire brushing & HEPA vacuuming. Once visibly cleaned, wood will be coated with biocide to treat all remaining areas. Final HEPA vacuum & detail clean to be ready for testing.

6.1.3 Insulation, Drywall Installation, and Rough Finishing: Supply and install new R-19 fiberglass batt insulation at exterior wall stud cavities. Supply and install new 5/8" type X drywall board from floor to ceiling on exterior wall. Tape, top coat, skim coat and sand new drywall to match existing level 3 smooth wall.

Prime raw drywall with PVA primer and (2) coats of interior low sheen latex enamel finish on new drywall.

Will fade paint into adjoining walls 1-2' – color not guaranteed to be perfect match.

6.1.4 Painting, Trim, and Closeout (Base scope for affected exterior wall areas primarily; complete repaint of remaining walls/ceiling, prep/prime existing holes, repaint door/door jambs/interior window jambs, new white oak jambs/sill/casing at windows, clear sealer/UV satin finish on trim, new vinyl baseboard, electrical cover plate): Prep trim and apply (1) coat of clear sealer and (3) coats of UV resistant clear satin finish as applicable. Supply and install new vinyl baseboard to match existing on exterior wall perimeter.

Remove and reinstall existing electrical cover plates for painting. Final touch-ups and broom clean. Provide detailed reports, photos, daily logs. All waste properly disposed per regs. Coordinate with COR/Facility Manager (Tom Rausch) to minimize disruption to laboratory operations and research activities.

6.1.5 Deliverables: The Contractor shall provide the following deliverables. The last item – monthly progress reports – shall always be included for all tasks. Deliverables must relate to the tasks listed above and include due dates. All reports, logs, photos, and documentation shall be submitted electronically to the COR unless otherwise specified.

7.0 Deliverables and Requirements Common to All Tasks:

• Monthly Progress Report, due by the 5th or 10th business day of each month following the reporting period (per task-specific deadline below), submitted electronically to the COR. The report shall include, at a minimum: summary of all work performed during the period (dates of visits, areas serviced, tasks completed); any issues encountered (VCCs, equipment deficiencies, safety concerns, irrigation/grounds issues, generator/ATS issues, lift station/groundwater issues, plant health/pest concerns, etc.) with actions taken/recommended and status; materials used (fertilizers, mulch, pesticides/herbicides with product names/EPA registration numbers if applicable/quantities/application locations/dates for compliance; cleaning chemicals; repair parts); irrigation system status and any adjustments or recommendations; recommendations for improvements, water conservation opportunities, plant replacements, or future work (including identified extras); photos documenting conditions or issues as appropriate or requested; and any instances of non-routine or extra work performed or proposed. For Option Year 1 active projects, include status updates.

7.1 Task 1 (Landscaping) Specific Deliverables:

• Service/Visit Logs…